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Evidence Guide: TLIP3016 - Identify and classify records to be captured

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

 

TLIP3016 - Identify and classify records to be captured

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

Identify records to be captured

  1. Incoming material is categorised for records to be captured in accordance with organisational procedures
  2. Storage for records including specific environmental conditions and accessibility requirements are noted and actioned as required
  3. Activity documented by record is identified from record elements in accordance with organisational procedures
  4. Area or action officer where record needs to go is identified from record elements or content and staff list, in accordance with organisational procedures
  5. Incoming material is assessed against organisational checklist to identify what material needs to be captured
  6. Material that does not need to be registered is dealt with in accordance with organisational procedures
  7. Format/media of record is modified as required in accordance with organisational requirements and procedures
Incoming material is categorised for records to be captured in accordance with organisational procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Storage for records including specific environmental conditions and accessibility requirements are noted and actioned as required

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Activity documented by record is identified from record elements in accordance with organisational procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Area or action officer where record needs to go is identified from record elements or content and staff list, in accordance with organisational procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Incoming material is assessed against organisational checklist to identify what material needs to be captured

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Material that does not need to be registered is dealt with in accordance with organisational procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Format/media of record is modified as required in accordance with organisational requirements and procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Classify a record

  1. Identified transaction/action/activity documented by record is matched to organisational classification scheme
  2. Full record classification is selected in accordance with system rules and organisational procedures
  3. Classified record is linked to other records in system in accordance with system rules and organisational procedures
  4. Indexing points (cross-reference terms) are selected for record in accordance with system rules and organisational procedures
Identified transaction/action/activity documented by record is matched to organisational classification scheme

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Full record classification is selected in accordance with system rules and organisational procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Classified record is linked to other records in system in accordance with system rules and organisational procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Indexing points (cross-reference terms) are selected for record in accordance with system rules and organisational procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Register a record

  1. Unique identifier is selected for record in accordance with organisational procedures and record keeping system rules
  2. Record is registered into record keeping system with title, description, details of record creator, immediate location and any other control information to fulfil the system requirements in accordance with organisational procedures
  3. Access and security status are determined and documented in accordance with organisational procedures and record keeping system rules
  4. Disposal status of record is determined and recorded in accordance with record keeping system rules and organisational procedures
  5. Record is forwarded to its appropriate location, which is recorded in accordance with system rules and organisational procedures
Unique identifier is selected for record in accordance with organisational procedures and record keeping system rules

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Record is registered into record keeping system with title, description, details of record creator, immediate location and any other control information to fulfil the system requirements in accordance with organisational procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Access and security status are determined and documented in accordance with organisational procedures and record keeping system rules

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Disposal status of record is determined and recorded in accordance with record keeping system rules and organisational procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Record is forwarded to its appropriate location, which is recorded in accordance with system rules and organisational procedures

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 to be captured

1.1

Incoming material is categorised for records to be captured in accordance with organisational procedures

1.2

Storage for records including specific environmental conditions and accessibility requirements are noted and actioned as required

1.3

Activity documented by record is identified from record elements in accordance with organisational procedures

1.4

Area or action officer where record needs to go is identified from record elements or content and staff list, in accordance with organisational procedures

1.5

Incoming material is assessed against organisational checklist to identify what material needs to be captured

1.6

Material that does not need to be registered is dealt with in accordance with organisational procedures

1.7

Format/media of record is modified as required in accordance with organisational requirements and procedures

2

Classify a record

2.1

Identified transaction/action/activity documented by record is matched to organisational classification scheme

2.2

Full record classification is selected in accordance with system rules and organisational procedures

2.3

Classified record is linked to other records in system in accordance with system rules and organisational procedures

2.4

Indexing points (cross-reference terms) are selected for record in accordance with system rules and organisational procedures

3

Register a record

3.1

Unique identifier is selected for record in accordance with organisational procedures and record keeping system rules

3.2

Record is registered into record keeping system with title, description, details of record creator, immediate location and any other control information to fulfil the system requirements in accordance with organisational procedures

3.3

Access and security status are determined and documented in accordance with organisational procedures and record keeping system rules

3.4

Disposal status of record is determined and recorded in accordance with record keeping system rules and organisational procedures

3.5

Record is forwarded to its appropriate location, which is recorded in accordance with system rules and organisational procedures

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 to be captured

1.1

Incoming material is categorised for records to be captured in accordance with organisational procedures

1.2

Storage for records including specific environmental conditions and accessibility requirements are noted and actioned as required

1.3

Activity documented by record is identified from record elements in accordance with organisational procedures

1.4

Area or action officer where record needs to go is identified from record elements or content and staff list, in accordance with organisational procedures

1.5

Incoming material is assessed against organisational checklist to identify what material needs to be captured

1.6

Material that does not need to be registered is dealt with in accordance with organisational procedures

1.7

Format/media of record is modified as required in accordance with organisational requirements and procedures

2

Classify a record

2.1

Identified transaction/action/activity documented by record is matched to organisational classification scheme

2.2

Full record classification is selected in accordance with system rules and organisational procedures

2.3

Classified record is linked to other records in system in accordance with system rules and organisational procedures

2.4

Indexing points (cross-reference terms) are selected for record in accordance with system rules and organisational procedures

3

Register a record

3.1

Unique identifier is selected for record in accordance with organisational procedures and record keeping system rules

3.2

Record is registered into record keeping system with title, description, details of record creator, immediate location and any other control information to fulfil the system requirements in accordance with organisational procedures

3.3

Access and security status are determined and documented in accordance with organisational procedures and record keeping system rules

3.4

Disposal status of record is determined and recorded in accordance with record keeping system rules and organisational procedures

3.5

Record is forwarded to its appropriate location, which is recorded in accordance with system rules and organisational procedures

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:

adapting to differences in equipment in accordance with operating procedures

applying precautions and required action to minimise, control or eliminate identified hazards

applying relevant legislation and workplace procedures

communicating and working effectively with others

completing relevant documentation

identifying, and correctly using relevant equipment

interpreting and following operational instructions and prioritising work

maintain security and confidentiality of material

modifying activities depending on operational contingencies, risk situations and environments

monitoring work activities in terms of planned schedule

operating electronic communications equipment to required protocol

planning own work, predicting consequences and identifying improvements

reading interpreting and following relevant instructions, procedures, information and signs

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

working systematically with required attention to detail.

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 identifying and classifying records to be captured as part of a records management process

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

regulations relevant for identifying and classifying records to be captured as part of a records management process

site layout and obstacles

types of equipment used for identifying and classifying records to be captured and the precautions and procedures that should be followed in their use

workplace procedures and policies for identifying and classifying records to be captured including policies on privacy, 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.