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Evidence Guide: TLIP3019 - Provide records retrieval service

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

 

TLIP3019 - Provide records retrieval service

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

Locate/retrieve records required

  1. Search criteria are refined in consultation with person requesting records, and key words or other indexing terms are identified to retrieve records
  2. Sources are searched to retrieve records in accordance with agreed criteria
  3. Records are retrieved or located to match request
Search criteria are refined in consultation with person requesting records, and key words or other indexing terms are identified to retrieve records

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Sources are searched to retrieve records in accordance with agreed criteria

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Records are retrieved or located to match request

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Ensure security of records

  1. Person requesting records is identified and access category is confirmed in accordance with organisational procedures
  2. Access and security clearance documents are checked for match with category of identified person requesting records
  3. Person requesting records is informed when access is denied, in accordance with organisational procedures
Person requesting records is identified and access category is confirmed in accordance with organisational procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Access and security clearance documents are checked for match with category of identified person requesting records

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Person requesting records is informed when access is denied, in accordance with organisational procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Deliver records or record information

  1. Records to be provided are retrieved from storage location in accordance with record keeping system operation, organisational, and work health safety/occupational health and safety (WHS/OHS) procedures
  2. Information about record to be provided is given to person requesting records
  3. As required by record keeping system, records of transaction are documented in accordance with record keeping system operation and organisational procedures
  4. New locations of records provided to person requesting records are recorded in accordance with system rules and organisational procedures
  5. Records or record information are delivered to authorised person within specified timeframes
Records to be provided are retrieved from storage location in accordance with record keeping system operation, organisational, and work health safety/occupational health and safety (WHS/OHS) procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Information about record to be provided is given to person requesting records

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

As required by record keeping system, records of transaction are documented in accordance with record keeping system operation and organisational procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

New locations of records provided to person requesting records are recorded in accordance with system rules and organisational procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Records or record information are delivered to authorised person within specified timeframes

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

Locate/retrieve records required

1.1

Search criteria are refined in consultation with person requesting records, and key words or other indexing terms are identified to retrieve records

1.2

Sources are searched to retrieve records in accordance with agreed criteria

1.3

Records are retrieved or located to match request

2

Ensure security of records

2.1

Person requesting records is identified and access category is confirmed in accordance with organisational procedures

2.2

Access and security clearance documents are checked for match with category of identified person requesting records

2.3

Person requesting records is informed when access is denied, in accordance with organisational procedures

3

Deliver records or record information

3.1

Records to be provided are retrieved from storage location in accordance with record keeping system operation, organisational, and work health safety/occupational health and safety (WHS/OHS) procedures

3.2

Information about record to be provided is given to person requesting records

3.3

As required by record keeping system, records of transaction are documented in accordance with record keeping system operation and organisational procedures

3.4

New locations of records provided to person requesting records are recorded in accordance with system rules and organisational procedures

3.5

Records or record information are delivered to authorised person within specified timeframes

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

Locate/retrieve records required

1.1

Search criteria are refined in consultation with person requesting records, and key words or other indexing terms are identified to retrieve records

1.2

Sources are searched to retrieve records in accordance with agreed criteria

1.3

Records are retrieved or located to match request

2

Ensure security of records

2.1

Person requesting records is identified and access category is confirmed in accordance with organisational procedures

2.2

Access and security clearance documents are checked for match with category of identified person requesting records

2.3

Person requesting records is informed when access is denied, in accordance with organisational procedures

3

Deliver records or record information

3.1

Records to be provided are retrieved from storage location in accordance with record keeping system operation, organisational, and work health safety/occupational health and safety (WHS/OHS) procedures

3.2

Information about record to be provided is given to person requesting records

3.3

As required by record keeping system, records of transaction are documented in accordance with record keeping system operation and organisational procedures

3.4

New locations of records provided to person requesting records are recorded in accordance with system rules and organisational procedures

3.5

Records or record information are delivered to authorised person within specified timeframes

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 relevant legislation and workplace procedures

communicating and working effectively with others

completing relevant documentation

identifying, selecting and using relevant equipment

interpreting and following operational instructions and prioritising work

maintaining 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

reading and interpreting relevant instructions, procedures and information

selecting and using required personal protective equipment conforming to industry and WHS/OHS standards

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 providing a records retrieval service 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 providing a records retrieval service as part of a records management process

relevant WHS/OHS and environmental protection procedures and guidelines

site layout and obstacles

types of equipment used for providing a records retrieval service and the precautions and procedures that should be followed in their use

workplace procedures and policies for providing a records retrieval service 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.