Unit of competency Outline
Date retreived
22/07/2026 5:11 PM AWST
22/07/2026 5:11 PM AWST
Whilst all efforts are made to provide accurate and timely information from the relevant source/documentation, please be aware that the information supplied may not be the most current version. The accuracy of the detail has not been confirmed by the Department and therefore should not be relied upon without first confirming the contents.
Maintain business records
Maintain business records
Unit of competency
National Code
BSBRKG304A
BSBRKG304A
State Code
C3791
C3791
TGA Status
Deleted
Deleted
DTWD Status
Deleted
Deleted
State Implementation and Classification
Approved Date
21/12/2001
Field of Education
080901 - Secretarial And Clerical Studies
Original Release Date
21/12/2001
Nominal Hours
30
Description
This unit describes the work required to maintain the records of a business or records system in good order on a day-to-day basis. It includes the work to gather together records that are subject to business or records system updates, to perform those updates, and to retrieve reports from the system in response to a request.Linkages outside these National Competency StandardsISO DIS 15489 - Draft International Standard on Records ManagementLinksThe work described in this unit is linked to the work described in the following unit(s):Previous Business Qualification(s)NilThe Same Business QualificationBSBRKG303A Retrieve information from informationThe following units represent a progression of the skills described in this unit:BSBRKG301A Control recordsBSBRKG302A Undertake disposalSubsequent Business Qualification(s)BSBRKG402A Provide information from and about recordsBSBRKG403A Set up a business or records system for a small officeBSBRKG604A Define access rules and proceduresThis unit describes the work required to maintain the records of a business or records system in good order on a day-to-day basis. It includes the work to gather together records that are subject to business or records system updates, to perform those updates, and to retrieve reports from the system in response to a request.Linkages outside these National Competency StandardsISO DIS 15489 - Draft International Standard on Records ManagementLinksThe work described in this unit is linked to the work described in the following unit(s):Previous Business Qualification(s)NilThe Same Business QualificationBSBRKG303A Retrieve information from informationThe following units represent a progression of the skills described in this unit:BSBRKG301A Control recordsBSBRKG302A Undertake disposalSubsequent Business Qualification(s)BSBRKG402A Provide information from and about recordsBSBRKG403A Set up a business or records system for a small officeBSBRKG604A Define access rules and procedures
Notes
Elements and Performance Criteria
1 Collate business records
- 1.1 Individual records which should be incorporated into the business or records system are identified according to organisational criteria
- 1.2 Information which should be recorded and incorporated into the business or records system is identified according to organisational criteria and recorded according to organisational procedures
- 1.3 Records are sorted in accordance with workplace requirements
- 1.4 Security and access requirements for records are adhered to in accordance with organisational procedures
2 Update business or records system
- 2.1 Control information required for describing the new records for incorporation into the business or records system is identified and recorded in accordance with system procedures
- 2.2 Control information describing movement or use of records is updated within the business or records system in accordance with system procedures and workplace requirements
- 2.3 Control information in the business or records system is recorded and updated accurately and within the timeframes set by the organisational procedures
- 2.4 Records of completed business activities are identified and removed from the current system for disposal in accordance with system procedures and workplace requirements
3 Prepare reports from the business or records system
- 3.1 Request for reports is interpreted and clarification of content and frequency is sought where necessary
- 3.2 Reports are prepared from the business or records system in accordance with instructions or request
- 3.3 Format and style of reports are in accordance with organisational procedures
- 3.4 All reports from the business or records system are prepared within workplace requirements and according to security and access procedures
The Range Statement provides advice to interpret the scope and context of this unit of competence, allowing for differences between enterprises and workplaces. It relates to the unit as a whole and facilitates holistic assessment. The following variables may be present for this particular unit:
Legislation, codes and national standards relevant to the workplace which may include:
award and enterprise agreements and relevant industrial instruments
relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination
relevant industry codes of practice
Records may be:
an individual record (e.g., purchase orders, invoices or payment advices, timesheets, leave forms, job applications, electronic mail messages, items of correspondence)
an entire group of records in any format, either paper-based or electronic
Technology used may be:
proprietary recordkeeping package
PC-based accounting systems, employee and tax records systems
cash register-based systems
paper-based accumulation and card systems
Business records may relate to:
invoicing / sales
expenditure
human resource management
taxation, asset management
legislative / regulatory / licensing compliance
stock control
risk management
customer relationship management
Business or records systems may be:
financial (payroll or employee records; customer and sales records; project-based)
or they may be a central records system, correspondence-based, covering all business conducted in the workplace
Workplace requirements may include:
timeframe for processing
disposal criteria identifying what items are kept and what are discarded
numbering system or naming conventions for records
arrangements for disposal of records
occupational health&safety requirements
Security and access requirements may relate to individuals or the positions of individuals who may or may not be permitted to access certain records because of:
security restrictions
protection of privacy
trade secrets or commercial in confidence information
Reports may be:
system management reports
ad-hoc reports
regular records management reports
part of a management solution for another support / operational function
Format and style of report may be formal or informal and may be:
computer-generated
hand-prepared
The Range Statement provides advice to interpret the scope and context of this unit of competence, allowing for differences between enterprises and workplaces. It relates to the unit as a whole and facilitates holistic assessment. The following variables may be present for this particular unit:
Legislation, codes and national standards relevant to the workplace which may include:
award and enterprise agreements and relevant industrial instruments
relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination
relevant industry codes of practice
Records may be:
an individual record (e.g., purchase orders, invoices or payment advices, timesheets, leave forms, job applications, electronic mail messages, items of correspondence)
an entire group of records in any format, either paper-based or electronic
Technology used may be:
proprietary recordkeeping package
PC-based accounting systems, employee and tax records systems
cash register-based systems
paper-based accumulation and card systems
Business records may relate to:
invoicing / sales
expenditure
human resource management
taxation, asset management
legislative / regulatory / licensing compliance
stock control
risk management
customer relationship management
Business or records systems may be:
financial (payroll or employee records; customer and sales records; project-based)
or they may be a central records system, correspondence-based, covering all business conducted in the workplace
Workplace requirements may include:
timeframe for processing
disposal criteria identifying what items are kept and what are discarded
numbering system or naming conventions for records
arrangements for disposal of records
occupational health&safety requirements
Security and access requirements may relate to individuals or the positions of individuals who may or may not be permitted to access certain records because of:
security restrictions
protection of privacy
trade secrets or commercial in confidence information
Reports may be:
system management reports
ad-hoc reports
regular records management reports
part of a management solution for another support / operational function
Format and style of report may be formal or informal and may be:
computer-generated
hand-prepared
Legislation, codes and national standards relevant to the workplace which may include:
award and enterprise agreements and relevant industrial instruments
relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination
relevant industry codes of practice
Records may be:
an individual record (e.g., purchase orders, invoices or payment advices, timesheets, leave forms, job applications, electronic mail messages, items of correspondence)
an entire group of records in any format, either paper-based or electronic
Technology used may be:
proprietary recordkeeping package
PC-based accounting systems, employee and tax records systems
cash register-based systems
paper-based accumulation and card systems
Business records may relate to:
invoicing / sales
expenditure
human resource management
taxation, asset management
legislative / regulatory / licensing compliance
stock control
risk management
customer relationship management
Business or records systems may be:
financial (payroll or employee records; customer and sales records; project-based)
or they may be a central records system, correspondence-based, covering all business conducted in the workplace
Workplace requirements may include:
timeframe for processing
disposal criteria identifying what items are kept and what are discarded
numbering system or naming conventions for records
arrangements for disposal of records
occupational health&safety requirements
Security and access requirements may relate to individuals or the positions of individuals who may or may not be permitted to access certain records because of:
security restrictions
protection of privacy
trade secrets or commercial in confidence information
Reports may be:
system management reports
ad-hoc reports
regular records management reports
part of a management solution for another support / operational function
Format and style of report may be formal or informal and may be:
computer-generated
hand-prepared
The Range Statement provides advice to interpret the scope and context of this unit of competence, allowing for differences between enterprises and workplaces. It relates to the unit as a whole and facilitates holistic assessment. The following variables may be present for this particular unit:
Legislation, codes and national standards relevant to the workplace which may include:
award and enterprise agreements and relevant industrial instruments
relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination
relevant industry codes of practice
Records may be:
an individual record (e.g., purchase orders, invoices or payment advices, timesheets, leave forms, job applications, electronic mail messages, items of correspondence)
an entire group of records in any format, either paper-based or electronic
Technology used may be:
proprietary recordkeeping package
PC-based accounting systems, employee and tax records systems
cash register-based systems
paper-based accumulation and card systems
Business records may relate to:
invoicing / sales
expenditure
human resource management
taxation, asset management
legislative / regulatory / licensing compliance
stock control
risk management
customer relationship management
Business or records systems may be:
financial (payroll or employee records; customer and sales records; project-based)
or they may be a central records system, correspondence-based, covering all business conducted in the workplace
Workplace requirements may include:
timeframe for processing
disposal criteria identifying what items are kept and what are discarded
numbering system or naming conventions for records
arrangements for disposal of records
occupational health&safety requirements
Security and access requirements may relate to individuals or the positions of individuals who may or may not be permitted to access certain records because of:
security restrictions
protection of privacy
trade secrets or commercial in confidence information
Reports may be:
system management reports
ad-hoc reports
regular records management reports
part of a management solution for another support / operational function
Format and style of report may be formal or informal and may be:
computer-generated
hand-prepared
The Evidence Guide identifies the critical aspects, knowledge and skills to be demonstrated to confirm competence for this unit. This is an integral part of the assessment of competence and should be read in conjunction with the Range Statement.
Critical Aspects of Evidence
Demonstrate ability to:
comply with organisational procedures and workplace requirements
provide accurate information in response to requests for records and reports
present requested information in acceptable timeframe
understand business or records system's numbering system and description conventions
Underpinning Knowledge*
* At this level the learner must demonstrate some relevant theoretical knowledge.
Relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination
Recordkeeping principles and processes including functional requirements for recordkeeping
Underpinning Skills
Good communication and interpretive skills
Ability to prioritise requests
Ability to interpret instructions and policies
Accurate data entry
Ability to relate to people from a range of social, cultural and ethnic backgrounds and physical and mental abilities
Resource Implications
The learner and trainer should have access to appropriate documentation and resources normally used in the workplace
Consistency of Performance
In order to achieve consistency of performance, evidence should be collected over a set period of time which is sufficient to include dealings with an appropriate range and variety of situations
Context/s of Assessment
Competency is demonstrated by performance of all stated criteria, including paying particular attention to the critical aspects and the knowledge and skills elaborated in the Evidence Guide, and within the scope as defined by the Range Statement
Assessment must take account of the endorsed assessment guidelines in the Business Services Training Package
Assessment of performance requirements in this unit should be undertaken in an actual workplace or simulated environment
Assessment should reinforce the integration of the key competencies and the business services common competencies for the particular AQF level. Refer to the Key Competency Levels at the end of this unit
Key Competency Levels
Collecting, analysing and organising information (Level 3) - in collating business records
Communicating ideas and information (Level 3) - in recording altered locations of business records in the business or records system
Planning and organising activities (Level 3) - in arranging records in preparation for work
Working with teams and others - (Level 3)
Using mathematical ideas and techniques (Level 2) - in working with the organisation's numbering / titling system
Solving problems - (Level 3)
Using technology (Level 2) - to find relevant information about the records
Please refer to the Assessment Guidelines for advice on how to use the Key Competencies
The Evidence Guide identifies the critical aspects, knowledge and skills to be demonstrated to confirm competence for this unit. This is an integral part of the assessment of competence and should be read in conjunction with the Range Statement.
Critical Aspects of Evidence
Demonstrate ability to:
comply with organisational procedures and workplace requirements
provide accurate information in response to requests for records and reports
present requested information in acceptable timeframe
understand business or records system's numbering system and description conventions
Underpinning Knowledge*
* At this level the learner must demonstrate some relevant theoretical knowledge.
Relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination
Recordkeeping principles and processes including functional requirements for recordkeeping
Underpinning Skills
Good communication and interpretive skills
Ability to prioritise requests
Ability to interpret instructions and policies
Accurate data entry
Ability to relate to people from a range of social, cultural and ethnic backgrounds and physical and mental abilities
Resource Implications
The learner and trainer should have access to appropriate documentation and resources normally used in the workplace
Consistency of Performance
In order to achieve consistency of performance, evidence should be collected over a set period of time which is sufficient to include dealings with an appropriate range and variety of situations
Context/s of Assessment
Competency is demonstrated by performance of all stated criteria, including paying particular attention to the critical aspects and the knowledge and skills elaborated in the Evidence Guide, and within the scope as defined by the Range Statement
Assessment must take account of the endorsed assessment guidelines in the Business Services Training Package
Assessment of performance requirements in this unit should be undertaken in an actual workplace or simulated environment
Assessment should reinforce the integration of the key competencies and the business services common competencies for the particular AQF level. Refer to the Key Competency Levels at the end of this unit
Key Competency Levels
Collecting, analysing and organising information (Level 3) - in collating business records
Communicating ideas and information (Level 3) - in recording altered locations of business records in the business or records system
Planning and organising activities (Level 3) - in arranging records in preparation for work
Working with teams and others - (Level 3)
Using mathematical ideas and techniques (Level 2) - in working with the organisation's numbering / titling system
Solving problems - (Level 3)
Using technology (Level 2) - to find relevant information about the records
Please refer to the Assessment Guidelines for advice on how to use the Key Competencies
Critical Aspects of Evidence
Demonstrate ability to:
comply with organisational procedures and workplace requirements
provide accurate information in response to requests for records and reports
present requested information in acceptable timeframe
understand business or records system's numbering system and description conventions
Underpinning Knowledge*
* At this level the learner must demonstrate some relevant theoretical knowledge.
Relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination
Recordkeeping principles and processes including functional requirements for recordkeeping
Underpinning Skills
Good communication and interpretive skills
Ability to prioritise requests
Ability to interpret instructions and policies
Accurate data entry
Ability to relate to people from a range of social, cultural and ethnic backgrounds and physical and mental abilities
Resource Implications
The learner and trainer should have access to appropriate documentation and resources normally used in the workplace
Consistency of Performance
In order to achieve consistency of performance, evidence should be collected over a set period of time which is sufficient to include dealings with an appropriate range and variety of situations
Context/s of Assessment
Competency is demonstrated by performance of all stated criteria, including paying particular attention to the critical aspects and the knowledge and skills elaborated in the Evidence Guide, and within the scope as defined by the Range Statement
Assessment must take account of the endorsed assessment guidelines in the Business Services Training Package
Assessment of performance requirements in this unit should be undertaken in an actual workplace or simulated environment
Assessment should reinforce the integration of the key competencies and the business services common competencies for the particular AQF level. Refer to the Key Competency Levels at the end of this unit
Key Competency Levels
Collecting, analysing and organising information (Level 3) - in collating business records
Communicating ideas and information (Level 3) - in recording altered locations of business records in the business or records system
Planning and organising activities (Level 3) - in arranging records in preparation for work
Working with teams and others - (Level 3)
Using mathematical ideas and techniques (Level 2) - in working with the organisation's numbering / titling system
Solving problems - (Level 3)
Using technology (Level 2) - to find relevant information about the records
Please refer to the Assessment Guidelines for advice on how to use the Key Competencies
The Evidence Guide identifies the critical aspects, knowledge and skills to be demonstrated to confirm competence for this unit. This is an integral part of the assessment of competence and should be read in conjunction with the Range Statement.
Critical Aspects of Evidence
Demonstrate ability to:
comply with organisational procedures and workplace requirements
provide accurate information in response to requests for records and reports
present requested information in acceptable timeframe
understand business or records system's numbering system and description conventions
Underpinning Knowledge*
* At this level the learner must demonstrate some relevant theoretical knowledge.
Relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination
Recordkeeping principles and processes including functional requirements for recordkeeping
Underpinning Skills
Good communication and interpretive skills
Ability to prioritise requests
Ability to interpret instructions and policies
Accurate data entry
Ability to relate to people from a range of social, cultural and ethnic backgrounds and physical and mental abilities
Resource Implications
The learner and trainer should have access to appropriate documentation and resources normally used in the workplace
Consistency of Performance
In order to achieve consistency of performance, evidence should be collected over a set period of time which is sufficient to include dealings with an appropriate range and variety of situations
Context/s of Assessment
Competency is demonstrated by performance of all stated criteria, including paying particular attention to the critical aspects and the knowledge and skills elaborated in the Evidence Guide, and within the scope as defined by the Range Statement
Assessment must take account of the endorsed assessment guidelines in the Business Services Training Package
Assessment of performance requirements in this unit should be undertaken in an actual workplace or simulated environment
Assessment should reinforce the integration of the key competencies and the business services common competencies for the particular AQF level. Refer to the Key Competency Levels at the end of this unit
Key Competency Levels
Collecting, analysing and organising information (Level 3) - in collating business records
Communicating ideas and information (Level 3) - in recording altered locations of business records in the business or records system
Planning and organising activities (Level 3) - in arranging records in preparation for work
Working with teams and others - (Level 3)
Using mathematical ideas and techniques (Level 2) - in working with the organisation's numbering / titling system
Solving problems - (Level 3)
Using technology (Level 2) - to find relevant information about the records
Please refer to the Assessment Guidelines for advice on how to use the Key Competencies
Replaced By
| State Code | National Code | Title | Type |
|---|---|---|---|
| D0979 | BSBRKG304B | Maintain business records | Unit of competency |
| State Code | National Code | Title | Type |
|---|---|---|---|
| S466 | PRM30504 | Certificate III in Asset Maintenance (Waste Management) | Qualification |
| C317 | BSB30401 | Certificate III in Business (Recordkeeping) | Qualification |
| C329 | BSB41101 | Certificate IV in Business Management | Qualification |
| W163 | DRT30703 | Certificate III in Drilling - Blast Hole | Qualification |
| S418 | SFI30104 | Certificate III in Seafood Industry (Aquaculture) | Qualification |
| S419 | SFI30304 | Certificate III in Seafood Industry (Fishing Charter Operations) | Qualification |
| S423 | SFI31204 | Certificate III in Seafood Industry (Fishing Operations) | Qualification |
| S253 | SFI40502 | Certificate IV in Seafood Industry (Seafood Processing) | Qualification |
| S421 | SFI30504 | Certificate III in Seafood Industry (Seafood Processing) | Qualification |
| S422 | SFI30604 | Certificate III in Seafood Industry (Seafood Sales and Distribution) | Qualification |