- BSBRKG303B - Retrieve information from records
Retrieve information from records
This unit applies to individuals requiring some understanding of relevant theoretical knowledge relating to recordkeeping functions. It is not assumed that individuals at this level would have responsibility for supervising the work of others; however it is assumed that as a recordkeeping practitioner their work will support effective recordkeeping and governance practices across the organisation.
The application is in relation to the retrieval of records from an existing business or records system that has guidelines and processes to assist in providing information in response to basic requests. The location of records will be performed under supervision or in consultation with more senior staff or users of the system.
Elements and Performance Criteria
1. Locate/retrieve records required
1.1. Identify and refine search criteria and keywords (or other control information) to retrieve records, in consultation with user making request
1.2. Adopt a systematic approach to details that are difficult to determine
1.3. Search business or records system to retrieve records according to agreed criteria
1.4. Locate or retrieve records to match request
2. Ensure security of records
2.1. Identify person requesting the record and access category confirmed, in accordance with organisational procedures
2.2. Check security and access clearance documents to match with category of identified person requesting the record
2.3. Where necessary, inform user of access denial. in accordance with organisational procedures
3. Provide required information or records
3.1. Mask specific records, or portions thereof, to prevent access where required
3.2. Prepare requested information for requester in an appropriate format
3.3. Deliver record, or record information, within the specified timeframes
3.4. Document the process
communication skills to explain and clarify procedures, and to interview users to identify their records/information needs
literacy skills to read and interpret nature of record content, functions and problems
problem-solving and analysis skills to identify records
research skills to identify, retrieve and organise information for users.
key provisions of relevant legislation from all forms of government, regulations, standards and documentation that may affect aspects of business operations, such as:
AS 5044.1:2002 AGLS Metadata element set
AS 5090:2003 Work process analysis for recordkeeping
AS ISO 15489:2004 Records management
AS ISO 23081.1:2006 Information and documentation - Records management processes - Metadata for records - Principles
Australian Stock Exchange(ASX) Principles of Good Corporate Governance
codes of practice
privacy and freedom of information
archives and records legislation
occupational health and safety
general principles and processes of records management and records management systems, such as:
systems of control
records continuum theory
mandate and ownership of business process
organisational business functions, structure and culture.
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:
working with system users to identify information requirements
maintaining accuracy in recording information
providing appropriate information and responses to requests.
Context of and specific resources for assessment
Assessment must ensure:
access to an actual workplace or simulated work environment
access to office equipment and resources
access to examples of records, recordkeeping systems and policies
access to workplace reference materials such as procedural manuals and company policies.
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:
analysis of responses to case studies and scenarios
demonstration of techniques
direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate
review of authenticated documents from the workplace or training environment
oral or written questioning to assess knowledge of general principles and processes of recordkeeping systems.
Guidance information for assessment
Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:
other knowledge 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.
Records may include:
different stages of use:
audio-visual or multimedia
paper-based (acid free or multiple copies
variety of sources:
already in the custody of the organisation
in the process of being transferred between organisations
Request may be:
Business or records systems may include:
archival control systems
cash register-based systems
characteristics relating to:
current business or records systems
electronic records and document management system (ERDMS)
paper-based accumulation and card systems
PC-based accounting systems, employee and tax records systems
proprietary recordkeeping package
storage facilities systems
Appropriate format for provision of information may include:
hard or soft copy of original
permission to view the information or record rather than being provided with a copy
Documenting the process may include:
documenting specific records that have been retrieved and used to provide information including details such as the request for information, its receiver, permissions and formats
recording any new locations of records and the formats in which records are provided to the user
Knowledge Management - Recordkeeping
This unit contains employability skills.