Elements and Performance Criteria

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.

Documentingcore business may involve identifying:
authenticity, integrity, reliability and useability of records or other documents
diagrammatic representations
formal documents
hand written documents
informal communications
online instructions or computerbased format instructions that can be updated
paperbased manuals
other text.
Resourcesmay include:
human resources and their availability
location of resources currently in operation
physical resources
organisational policies and procedures
technological resources
those available for purchase or development.
Business and social contextmay include:
clients or customers and their expectations
codes of ethics and codes of professional conduct specific to industry sector
community expectations
governance frameworks
industry sector characteristics and reporting requirements of that sector
internal and external accountability requirements
internal and external stakeholders whose interests must be taken into account
other relevant legislation and regulations, including those covering:
business activity reporting
business and income ( PAYE) taxation
corporation law reporting requirements
environmental protection and waste management
goods and services tax collection
industrial relations
occupational health and safety
privacy protection
statutory access rights and freedom of information
superannuation
environmentally sustainable business practice
social and ethical standards the community expects the organisation to meet.
Consultationmay include organisation’s:
head office
local management
principals
staff.
Business or records systemsmay include:
archival control systems
business systems
cash registerbased systems
characteristics relating to:
aggregations
context
entities
metadata
current business or records systems
electronic records and document management system (ERDMS)
informal
paperbased accumulation and card systems
PCbased accounting systems, employee and tax records systems
proprietary recordkeeping package
storage facilities systems.
Organisational functions and activitiesthat may be documented may include:
asset management
conventional and email correspondence
customer relationship management
human resources management
invoicing and sales
legislative, regulatory and licensing compliance
marketing and promotion
purchasing and expenditure
research and development
risk management
stock control.
Recordsmay include:
different stages of use:
active
archival
digital:
remote drives
servers
CDs
DVDs
imaging systems
PCbased applications
mainframe
physical:
audiovisual or multimedia
graphic
microform
paperbased (acid free or multiple copies
variety of sources:
already in the custody of the organisation
in the process of being transferred between organisations.
Metadataare those records which are maintained about the records themselves and may include:
activity classification terms
date, time, and location of record creation or registration into the system
identity of record creator
indexing and descriptive terms
record format
security and access information
unique identifiers for each record.
Procedures for the use of the systemmay include:
how to use the business or records system
considering format and style
considering appropriateness for scale, nature, culture and number of operators who use the system.

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:
translating business functions and reporting requirements into a brief that describes the requirements of a business or records system
developing a business or records system, including rules and procedures
knowledge of organisational functions, structure and culture.
Context of and specific resources for assessment
Assessment must ensure:
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 onthejob performance by the candidate
review of documentation outlining procedures developed for the use of the system
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:
administration units
other knowledge management units.