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Evidence Guide: MSS405062 - Develop a documentation control strategy for an organisation

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

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MSS405062 - Develop a documentation control strategy for an organisation

What evidence can you provide to prove your understanding of each of the following citeria?

Identify and obtain agreement to document management procedures and standards

  1. Identify an appropriate working group of stakeholders.
  2. Agree on purpose and scope of document management standards, including interaction with production, maintenance, logistics, sales and marketing systems.
  3. Identify any relevant external standards, requirements and conventions.
  4. Agree on document control, tracking, updating and storage processes.
  5. Prepare document management processes and standards and circulate to relevant stakeholders.
  6. Negotiate any variations.
Identify an appropriate working group of stakeholders.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Agree on purpose and scope of document management standards, including interaction with production, maintenance, logistics, sales and marketing systems.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify any relevant external standards, requirements and conventions.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Agree on document control, tracking, updating and storage processes.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Prepare document management processes and standards and circulate to relevant stakeholders.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Negotiate any variations.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Determine document style, standards and conventions

  1. Consider potential document styles.
  2. Agree on document conventions and layout.
  3. Agree on standard symbols, abbreviations and similar.
  4. Produce a style sheet, document model or template, as appropriate.
  5. Check document style conforms to document management standards.
  6. Circulate to relevant stakeholders and negotiate any variations.
Consider potential document styles.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Agree on document conventions and layout.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Agree on standard symbols, abbreviations and similar.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Produce a style sheet, document model or template, as appropriate.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Check document style conforms to document management standards.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Circulate to relevant stakeholders and negotiate any variations.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Implement document control strategy

  1. Develop a document control strategy and procedures, including arrangements for ongoing review of strategy.
  2. Establish mechanisms to check documents conform to the control strategy.
  3. Arrange for appropriate staff development.
  4. Monitor implementation of document control strategy.
  5. Make improvements to the documentation control strategy, as appropriate.
Develop a document control strategy and procedures, including arrangements for ongoing review of strategy.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Establish mechanisms to check documents conform to the control strategy.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Arrange for appropriate staff development.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Monitor implementation of document control strategy.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Make improvements to the documentation control strategy, as appropriate.

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1

Identify and obtain agreement to document management procedures and standards

1.1

Identify an appropriate working group of stakeholders.

1.2

Agree on purpose and scope of document management standards, including interaction with production, maintenance, logistics, sales and marketing systems.

1.3

Identify any relevant external standards, requirements and conventions.

1.4

Agree on document control, tracking, updating and storage processes.

1.5

Prepare document management processes and standards and circulate to relevant stakeholders.

1.6

Negotiate any variations.

2

Determine document style, standards and conventions

2.1

Consider potential document styles.

2.2

Agree on document conventions and layout.

2.3

Agree on standard symbols, abbreviations and similar.

2.4

Produce a style sheet, document model or template, as appropriate.

2.5

Check document style conforms to document management standards.

2.6

Circulate to relevant stakeholders and negotiate any variations.

3

Implement document control strategy

3.1

Develop a document control strategy and procedures, including arrangements for ongoing review of strategy.

3.2

Establish mechanisms to check documents conform to the control strategy.

3.3

Arrange for appropriate staff development.

3.4

Monitor implementation of document control strategy.

3.5

Make improvements to the documentation control strategy, as appropriate.

Required Skills and Knowledge

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1

Identify and obtain agreement to document management procedures and standards

1.1

Identify an appropriate working group of stakeholders.

1.2

Agree on purpose and scope of document management standards, including interaction with production, maintenance, logistics, sales and marketing systems.

1.3

Identify any relevant external standards, requirements and conventions.

1.4

Agree on document control, tracking, updating and storage processes.

1.5

Prepare document management processes and standards and circulate to relevant stakeholders.

1.6

Negotiate any variations.

2

Determine document style, standards and conventions

2.1

Consider potential document styles.

2.2

Agree on document conventions and layout.

2.3

Agree on standard symbols, abbreviations and similar.

2.4

Produce a style sheet, document model or template, as appropriate.

2.5

Check document style conforms to document management standards.

2.6

Circulate to relevant stakeholders and negotiate any variations.

3

Implement document control strategy

3.1

Develop a document control strategy and procedures, including arrangements for ongoing review of strategy.

3.2

Establish mechanisms to check documents conform to the control strategy.

3.3

Arrange for appropriate staff development.

3.4

Monitor implementation of document control strategy.

3.5

Make improvements to the documentation control strategy, as appropriate.

Evidence required to demonstrate competence in this unit must be relevant to and satisfy the requirements of the elements and performance criteria and include the ability, across an organisation or department/section, to:

identify and establish organisation goals and requirements for document control

access and use relevant external standards, requirements and conventions to determine implications for document control strategy

produce document control guidelines and procedures and verify for accuracy and suitability for application across organisation.

Must provide evidence that demonstrates sufficient knowledge to interact with relevant personnel and be able to develop and/or improve a documentation control strategy, including knowledge of:

needs of the organisation and its individuals

word processing, spreadsheet, database, drawing and other software capable of producing files and documentation

types of documentation used in organisations

version and distribution control systems

archiving systems

document destruction systems

legislative and regulatory requirements associated with documentation relevant to the organisation.

Range Statement

This field allows for different work environments and conditions that may affect performance. Essential operating conditions that may be present (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) are included.

Competitive systems and practices include one or more of:

lean operations

agile operations

preventative and predictive maintenance approaches

statistical process control systems, including six sigma and three sigma

Just in Time (JIT), kanban and other pull-related operations control systems

supply, value, and demand chain monitoring and analysis

5S

continuous improvement (kaizen)

breakthrough improvement (kaizen blitz)

cause/effect diagrams

overall equipment effectiveness (OEE)

takt time

process mapping

problem solving

run charts

standard procedures

current reality tree.

Documents include one or more of:

hard copies of documentation, such as correspondence, procedures, contracts, agreements, specifications, production and other records, manuals and other reference materials

computer files, including word processed files, emails, databases and spreadsheets

technical drawings both hard copy or computer-aided design (CAD) files.

Document control strategy includes procedures for one or more of:

authoring control

version control

access and distribution

review and revision

storage and archiving

access and security

approval for and means of destruction.

Archiving of documentation includes one or more of:

compliance with legislative or regulatory requirements, and/or with organisational policy

an indexing system that specifies the period for which the document is to be retained

compliance with relevant requirements regarding physical storage and security.

External standards, requirements and conventions include one or more of:

AS/NZS ISO 9000:2016 Quality management systems - Fundamentals and vocabulary requirements

AGPS Style manual

engineering and other technical standards

drawing standards

organisational style/marketing guides

documentation requirements of suppliers, customers and regulatory agencies.