Unit of competency Outline

Date retreived
23/07/2026 12:25 AM AWST

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Maintain control of records

Maintain control of records

Unit of competency
National Code
TLIP2017
State Code
AVI21
TGA Status
Current
DTWD Status
Approved
Current Release Number
2.00
Current Release Date
29/01/2021
View on TGA
State Implementation and Classification
Approved Date
23/02/2016
Field of Education
080901 - Secretarial And Clerical Studies
Original Release Date
23/02/2016
Nominal Hours
20
Description
This unit involves the skills and knowledge required to maintain control of records in the transport and logistics industry, in accordance with regulations and workplace requirements.It includes tracking records, conducting file audits, preparing reports from a records system, preparing staff lists, and implementing disaster recovery procedures. Work is generally performed under some supervision, within a team/group environment. No licensing, legislative or certification requirements apply to this unit at the time of publication.
Notes
Elements and Performance Criteria
1 Track record
  • 1.1 Unique record identifier to be located is determined from request or instructions
  • 1.2 Location of record is obtained from records system in accordance with records system rules and organisational procedures
  • 1.3 History of record location is obtained from records system in accordance with records system rules and organisational procedures
  • 1.4 Information about record is obtained from records system in accordance with records system rules and organisational procedures
  • 1.5 Information about record is updated and amended in accordance with organisational procedures
  • 1.6 All transactions on the records system are completed within the designated timeframe
2 Conduct a file audit
  • 2.1 Files are physically located with action officer and in storage areas, in accordance with supervisor instructions
  • 2.2 Discrepancies between nominal and actual record locations are identified
  • 2.3 Supervisor is clearly/specifically informed/notified of any discrepancies and/or issue
  • 2.4 Unacceptable record keeping practices are observed and noted during audit activities, in accordance with organisational procedures
  • 2.5 Information about any anomalous record is updated and amended in accordance with organisational procedures
  • 2.6 Reconciliation statement is prepared and forwarded to supervisor in accordance with organisational procedures and records system procedures
3 Prepare reports from records system
  • 3.1 Reports are prepared from system in accordance with supervisor instructions or requests
  • 3.2 Reports are prepared in accordance with workplace procedures and records system procedures
  • 3.3 All reports from the records system are prepared within the designated timeframe
4 Prepare staff lists
  • 4.1 Staff and user lists are checked and updated to accord with the current locations and designations of organisational staff members in accordance with supervisor instructions
  • 4.2 Staff and user lists are duplicated and circulated to all those requiring copies, in accordance with supervisor instructions
5 Implement disaster recovery procedures
  • 5.1 Policies and procedures are identified for disaster recovery
  • 5.2 Recovery actions are undertaken in accordance with workplace procedures and scope of authority
  • 5.3 Appropriate personnel are informed of actions taken in accordance with workplace procedures
No information
No information
Replaces
State Code National Code Title Type
D5280 TLIP2017A Maintain control of records Unit of competency