- BSBINM201A - Process and maintain workplace information
Process and maintain workplace information
This unit applies to individuals who perform a range of routine tasks in the workplace, using a limited range of practical skills and fundamental knowledge of information and information systems in a defined context, under direct supervision or with limited individual responsibility.
Elements and Performance Criteria
1. Collect information
1.1. Collect information in a timely manner and ensure that it is relevant to organisational needs
1.2. Use business equipment/technology available in the work area to effectively obtain information
1.3. Apply organisational requirements relating to security and confidentiality in handling information
2. Process workplace information
2.1. Use business equipment/technology to process information in accordance with organisational requirements
2.2. Process information in accordance with defined timeframes, guidelines and procedures
2.3. Update, modify and file information in accordance with organisational requirements
2.4. Collate and despatch information in accordance with specified timeframes and organisational requirements
3. Maintain information systems
3.1. Maintain information and filing systems in accordance with organisational requirements
3.2. Identify, remove and/or relocate inactive or dead files in accordance with organisational requirements
3.3. Establish and assemble new files in accordance with organisational requirements
3.4. Update reference and index systems in accordance with organisational requirements
literacy skills to read and understand organisation's recordkeeping and information systems(including classification systems), to follow sequenced written instructions and to comprehend/interpret nature of record content
numeracy skills to sequence and index files
planning skills to organise work priorities and arrangements
problem-solving skills to solve routine problems
technology skills to select and use technology appropriate to maintaining workplace information.
key provisions of relevant legislation from all forms of government that may affect aspects of business operations, such as:
codes of practice
occupational health and safety
organisational policies and procedures relating to collecting and processing workplace information
organisational recordkeeping/filing systems and security procedures
organisation's business and structure
range of filing systems including paper-based and software-based.
The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.
Overview of assessment
Critical aspects for assessment and evidence required to demonstrate competency in this unit
Evidence of the following is essential:
applying organisational policies and procedures for collecting and processing workplace information
accuracy in recording and documenting information
correctly storing, classifying and maintaining documents and records.
Context of and specific resources for assessment
Assessment must ensure:
access to an actual workplace or simulated environment
access to office equipment and resources
examples of workplace information systems.
Method of assessment
A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:
direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate
review of maintenance of information and filing systems
analysis of responses to case studies and scenarios
demonstration of techniques
oral or written questioning to assess knowledge of the management of information in the workplace.
Guidance information for assessment
Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:
general administration units
other information management units.
The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.
Information may include:
computer databases (library catalogue, customer records)
computer files (letters, memos and other documents)
correspondence (faxes, memos, letters, email)
forms (insurance forms, membership forms)
invoices (from suppliers, to debtors)
minutes of meetings
personnel records (personal details, salary rates)
sales records (monthly forecasts, targets achieved)
Business equipment/technology may include:
filing systems (manual/computerised/electronic)
Organisational requirements may include:
despatching and collecting procedures
legal and organisational policies, guidelines and requirements
OHS policies, procedures and programs
procedures for deciding which records should be captured and filed
procedures for updating records
Removing inactive or dead files may include:
compressing computer files prior to archiving
periodically archiving or deleting files
transferring files at regular intervals or routinely checking for dead or inactive files
transferring records from the active filing system to secondary storage
Relocating inactive or dead files may include:
electronic (email, internet access, diskette, tape, CD-ROM)
Knowledge Management - Information Management
This unit contains employability skills.