Organise workplace information

This unit describes the performance outcomes, skills and knowledge required to gather, organise and apply workplace information in the context of an organisation's work processes and knowledge management systems.No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.


This unit applies to individuals who are skilled operators and apply a broad range of competencies in various work contexts. They may exercise discretion and judgement using appropriate theoretical knowledge of information management to provide technical advice and support to a team.

Elements and Performance Criteria



1. Collect and assess information

1.1. Access product and service information in accordance with organisational requirements

1.2. Ensure methods of collecting information are reliable and make efficient use of available time and resources

1.3. Assess information for clarity, accuracy, currency and relevance to intended tasks

1.4. Use interpersonal skills to access relevant information from teams and individuals

2. Organise information

2.1. Organise information in a format suitable for analysis, interpretation and dissemination in accordance with organisational requirements

2.2. Use appropriate technology/systems to maintain information in accordance with organisational requirements

2.3. Collate information and materials, and communicate to relevant designated persons

2.4. Identify difficulties organising and accessing information and solve collaboratively with individuals and team members

2.5. Update and store information in accordance with organisational requirements and systems

3. Review information needs

3.1. Actively seek feedback on clarity, accuracy and sufficiency of information to ensure relevance of information and system

3.2. Review the contribution of information to decision making and implement appropriate modifications to collection processes

3.3. Identify future information needs and incorporate in modifications to collection processes

3.4. Document future information needs and incorporate in modifications to reporting processes

Required Skills

Required skills

analytical skills to classify and report information

literacy skills to read and understand a variety of texts; and to write, edit and proofread documents to ensure clarity of meaning, accuracy and consistency of information

problem-solving skills to deal with information which is contradictory, ambiguous, inconsistent or inadequate

technology skills to display information in a format suitable to the target audience.

Required knowledge

key provisions of relevant legislation from all forms of government that may affect aspects of business operations, such as:

anti-discrimination legislation

ethical principles

codes of practice

privacy laws

occupational health and safety (OHS)

methods for checking validity of information and its sources

organisational recordkeeping/filing systems, security procedures and safe recording practices

policies and procedures relating to distribution of workplace information, and legal and ethical obligations.

Evidence Required

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:

providing accurate information for defined purposes

systematic maintenance and handling of data and documents

using business technology to manage information

knowledge of relevant legislation.

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 information documents found in the workplace.

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

analysis of responses to case studies and scenarios

demonstration of techniques

oral or written questioning to assess knowledge of organisational recordkeeping/filing systems

analysis of how information and materials were communicated to relevant people

review of documentation outlining future information needs.

Guidance information for assessment

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

BSBWRT301A Write simple documents

general administration units

other information management units.

Range Statement

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 (e.g. library catalogue, customer records)

computer files (e.g. letters, memos and other documents)

correspondence (e.g. faxes, memos, letters, email)

financial figures

forms (e.g. insurance forms, membership forms)

invoices (e.g. from suppliers, to debtors)

personnel records (e.g. personal details, salary rates)

production targets

sales records (e.g. monthly forecasts, targets achieved)

Organisational requirements may include:

code of conduct/code of ethics

information protocols

legal and organisational policies, guidelines and requirements

management and accountability channels

OHS policies, procedures and programs

procedures for updating records

quality assurance and/or procedures manuals

security and confidentiality requirements

Methods of collecting information may include:

checking research provided by others

checking written material including referrals and client files

classification tools

individual research

information from other organisations

interviews with colleagues/customers

observation and listening

previous file records

questioning (in person or indirect)

recruitment applications and other forms

Interpersonal skills may include:

consultation methods, techniques and protocols


seeking feedback from group members to confirm understanding

summarising and paraphrasing

using appropriate body language

Format may include:

adding headers and footers

incorporating graphics and pictures

inserting symbols

using legends

using a particular software application

using tables and charts

Technology may include:

answering machine



fax machine





Systems may include:

information management systems

knowledge management systems

record management systems

Designated persons may include:




external agencies

line management

statutory bodies


Feedback may include:

audit documentation and reports

comments from clients and colleagues

customer satisfaction questionnaires

quality assurance data

returned goods


Unit sector

Competency Field

Knowledge Management - Information Management

Employability Skills

This unit contains employability skills.

Licensing Information

Not applicable.