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Evidence Guide: TLIP3015 - Document a records system

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!

From the Wiki University

 

TLIP3015 - Document a records system

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

Identify records creators and their accountability requirements

  1. Creating organisation is identified as a public or private entity and likely sources of information about the creator are identified and assessed as relevant
  2. Person who created records and/or part of organisation where records were created, is identified
  3. Where there is more than one creator over time, all creators are located in their organisational and chronological context
  4. Available information sources are used to determine records creator accountability requirements and functional responsibilities
  5. Sources of information used in the research are identified as authentic and copies are kept in accordance with organisational record keeping practice
Creating organisation is identified as a public or private entity and likely sources of information about the creator are identified and assessed as relevant

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Person who created records and/or part of organisation where records were created, is identified

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Where there is more than one creator over time, all creators are located in their organisational and chronological context

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Available information sources are used to determine records creator accountability requirements and functional responsibilities

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Sources of information used in the research are identified as authentic and copies are kept in accordance with organisational record keeping practice

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Locate records creators in their organisational structure

  1. Nature of the jurisdiction governing the organisation is outlined
  2. Location and context of records creators are conveyed in their organisational structure and context
Nature of the jurisdiction governing the organisation is outlined

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Location and context of records creators are conveyed in their organisational structure and context

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Identify activities/functions documented by records

  1. Actions/activities by which records are generated or documented, are identified
  2. Boundaries of activities are identified from records and checked against organisational functional analysis
  3. Records are matched to the functions for which records creators are responsible
  4. Date-ranges for records are determined from records and are supplemented from external sources as required
  5. Changes to the activities/function are documented over the time period of the records
Actions/activities by which records are generated or documented, are identified

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Boundaries of activities are identified from records and checked against organisational functional analysis

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Records are matched to the functions for which records creators are responsible

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Date-ranges for records are determined from records and are supplemented from external sources as required

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Changes to the activities/function are documented over the time period of the records

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Analyse record keeping system

  1. Elements of record keeping system/s are identified from records and documented
  2. Records series is/are identified and documented in accordance with organisational standards and procedures
  3. History and context of records system is documented in accordance with organisational standards and procedures
Elements of record keeping system/s are identified from records and documented

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Records series is/are identified and documented in accordance with organisational standards and procedures

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

History and context of records system is documented in accordance with organisational standards and procedures

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Explain links between record keeping series

  1. Related record series which make up the records series system are identified from analysis of the available source information and the records themselves
  2. Predecessor and subsequent records series are outlined to place series in its chronological context
  3. Anomalies to series normal order are outlined
Related record series which make up the records series system are identified from analysis of the available source information and the records themselves

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Predecessor and subsequent records series are outlined to place series in its chronological context

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Anomalies to series normal order are outlined

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Maintain the normal order of the series

  1. Anomalies that have occurred over time to the systemic order of the series are identified from analysis of available source information and the records themselves
  2. Anomalies to the systemic order of the series are confirmed and corrected in accordance with organisational procedures
  3. Causes of anomalies that have occurred over time are identified and processes are established to prevent further anomalies
Anomalies that have occurred over time to the systemic order of the series are identified from analysis of available source information and the records themselves

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Anomalies to the systemic order of the series are confirmed and corrected in accordance with organisational procedures

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Causes of anomalies that have occurred over time are identified and processes are established to prevent further anomalies

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Document records series and relationships over time

  1. Available information and analysis results are documented
  2. Documentation is formatted to enable easy access for researchers and users
Available information and analysis results are documented

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Documentation is formatted to enable easy access for researchers and users

Completed
Date:

Teacher:
Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

ELEMENTS

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

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

1

Identify records creators and their accountability requirements

1.1

Creating organisation is identified as a public or private entity and likely sources of information about the creator are identified and assessed as relevant

1.2

Person who created records and/or part of organisation where records were created, is identified

1.3

Where there is more than one creator over time, all creators are located in their organisational and chronological context

1.4

Available information sources are used to determine records creator accountability requirements and functional responsibilities

1.5

Sources of information used in the research are identified as authentic and copies are kept in accordance with organisational record keeping practice

2

Locate records creators in their organisational structure

2.1

Nature of the jurisdiction governing the organisation is outlined

2.2

Location and context of records creators are conveyed in their organisational structure and context

3

Identify activities/functions documented by records

3.1

Actions/activities by which records are generated or documented, are identified

3.2

Boundaries of activities are identified from records and checked against organisational functional analysis

3.3

Records are matched to the functions for which records creators are responsible

3.4

Date-ranges for records are determined from records and are supplemented from external sources as required

3.5

Changes to the activities/function are documented over the time period of the records

4

Analyse record keeping system

4.1

Elements of record keeping system/s are identified from records and documented

4.2

Records series is/are identified and documented in accordance with organisational standards and procedures

4.3

History and context of records system is documented in accordance with organisational standards and procedures

5

Explain links between record keeping series

5.1

Related record series which make up the records series system are identified from analysis of the available source information and the records themselves

5.2

Predecessor and subsequent records series are outlined to place series in its chronological context

5.3

Anomalies to series normal order are outlined

6

Maintain the normal order of the series

6.1

Anomalies that have occurred over time to the systemic order of the series are identified from analysis of available source information and the records themselves

6.2

Anomalies to the systemic order of the series are confirmed and corrected in accordance with organisational procedures

6.3

Causes of anomalies that have occurred over time are identified and processes are established to prevent further anomalies

7

Document records series and relationships over time

7.1

Available information and analysis results are documented

7.2

Documentation is formatted to enable easy access for researchers and users

Required Skills and Knowledge

ELEMENTS

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

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

1

Identify records creators and their accountability requirements

1.1

Creating organisation is identified as a public or private entity and likely sources of information about the creator are identified and assessed as relevant

1.2

Person who created records and/or part of organisation where records were created, is identified

1.3

Where there is more than one creator over time, all creators are located in their organisational and chronological context

1.4

Available information sources are used to determine records creator accountability requirements and functional responsibilities

1.5

Sources of information used in the research are identified as authentic and copies are kept in accordance with organisational record keeping practice

2

Locate records creators in their organisational structure

2.1

Nature of the jurisdiction governing the organisation is outlined

2.2

Location and context of records creators are conveyed in their organisational structure and context

3

Identify activities/functions documented by records

3.1

Actions/activities by which records are generated or documented, are identified

3.2

Boundaries of activities are identified from records and checked against organisational functional analysis

3.3

Records are matched to the functions for which records creators are responsible

3.4

Date-ranges for records are determined from records and are supplemented from external sources as required

3.5

Changes to the activities/function are documented over the time period of the records

4

Analyse record keeping system

4.1

Elements of record keeping system/s are identified from records and documented

4.2

Records series is/are identified and documented in accordance with organisational standards and procedures

4.3

History and context of records system is documented in accordance with organisational standards and procedures

5

Explain links between record keeping series

5.1

Related record series which make up the records series system are identified from analysis of the available source information and the records themselves

5.2

Predecessor and subsequent records series are outlined to place series in its chronological context

5.3

Anomalies to series normal order are outlined

6

Maintain the normal order of the series

6.1

Anomalies that have occurred over time to the systemic order of the series are identified from analysis of available source information and the records themselves

6.2

Anomalies to the systemic order of the series are confirmed and corrected in accordance with organisational procedures

6.3

Causes of anomalies that have occurred over time are identified and processes are established to prevent further anomalies

7

Document records series and relationships over time

7.1

Available information and analysis results are documented

7.2

Documentation is formatted to enable easy access for researchers and users

Evidence required to demonstrate competence in this unit must be relevant to and satisfy all of the requirements of the elements and performance criteria on at least one occasion and include:

applying relevant workplace procedures

communicating and working effectively with others

identifying and using relevant equipment

interpreting and following operational instructions and prioritising work

maintaining security and confidentiality of material

monitoring work activities in terms of planned schedule

operating and adapting to differences in equipment in accordance with operational procedures

planning own work, predicting consequences and identifying improvements

reading and interpreting relevant instructions, procedures, information and signs

reporting and/or rectifying identified problems, faults or malfunctions promptly, in accordance with regulatory requirements and workplace procedures

using a range of information technology devices including computers, radio frequency devices, electronic data exchange systems

working systematically with required attention to detail without injury to self or others, or damage to goods or equipment.

Evidence required to demonstrate competence in this unit must be relevant to and satisfy all of the requirements of the elements and performance criteria and include knowledge of:

housekeeping standards and procedures

operational workflow within a records management system

operational work systems, equipment, management and site operating systems for documenting a records system

problems that may occur and appropriate action that can be taken to resolve these problems

regulations relevant for documenting a records system as part of a records management process

site layout and obstacles

types of equipment used for documenting a records system and the precautions and procedures that should be followed in their use

workplace procedures and policies for documenting a records system including policies on confidentiality and security of information and records.

Range Statement

Range is restricted to essential operating conditions and any other variables essential to the work environment.

Non-essential conditions can be found in the Companion Volume Implementation Guide.