Unit of competency Outline
Date retreived
22/07/2026 11:46 PM AWST
22/07/2026 11:46 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.
Review the status of a record
Review the status of a record
Unit of competency
National Code
BSBRKG401B
BSBRKG401B
State Code
D0981
D0981
TGA Status
Replaced
Replaced
DTWD Status
Replaced
Replaced
State Implementation and Classification
Approved Date
26/09/2008
Field of Education
080901 - Secretarial And Clerical Studies
Original Release Date
26/09/2008
Nominal Hours
40
Description
This unit describes the performance outcomes, skills and knowledge required to review and document the changing context and status of records which have been appraised as having temporary or ongoing value, and which have been identified as requiring conditions for access.No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.
Notes
Elements and Performance Criteria
1. Identify classes of records justifying review
- 1.1. Compile and review a list of the criteria for review to be met by records and formats
- 1.2. Apply the records in the subject jurisdiction criteria
- 1.3. Identify and document the records that meet the criteria
2. Review disposal authority and access conditions
- 2.1. Identify disposal authority, disposal class references and any access and security conditions for records, in accordance with industry practice
- 2.2. Identify and document records for which neither a disposal authority nor an access restriction exist, in accordance with industry practice
- 2.3. Assemble copies of related appraisal reports and access conditions for analysis
- 2.4. Make comparisons and take notes of any anomalies arising from the comparison, and recommend changes to existing disposal authorities and access conditions
3. Prepare new appraisal reports
- 3.1. Prepare new appraisal reports including reference to criteria justifying the review
- 3.2. Make new interpretations of existing access criteria in light of criteria justifying the review
- 3.3. Expose new appraisals and access interpretations to appropriate stakeholders for comment, and submit for approval
4. Implement recommendations and re interpretations
- 4.1. Prepare methodology for implementation and assemble necessary resources
- 4.2. Produce and promulgate revised disposal authorities and access conditions
- 4.3. Document progress throughout implementation and record any issues or implications arising from revised disposal authorities and access conditions
- 4.4. Document implementation process and outcomes in organisation's business or recordkeeping systems
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.
Compiling and reviewing criteria may include:
considering requirements for vital records including:
legal liabilities
ownership rights or entitlements
policy records, precedents and decisions
rights or entitlements of individuals
consulting identifying documentation found in:
databases
lists
notes in relation to the records
proforma
consulting retention and disposal schedules, which may be:
continuing
functional
general
multiple
one-time
single
identifying:
access restrictions
any extenuating impediments to the destruction of records
how information is likely to be presented and manipulated
how information is likely to be retrieved
how many people will need to retrieve the information
what information is needed
Criteria for review may include:
particular subject, for example, having political, educational, scientific, sociological or other interest
sustainability - voluminous record that is not used sufficiently frequently might not justify the resources its preservation consumes
sensitivity - some records may be deemed so sensitive that they may never be used for research
data extraction - previously unused means of extracting data from a particular record may increase its value
environmental context - business environments, community expectations, governance frameworks, legislative and regulatory mandates or relevant recordkeeping principles and standards
Records and formats may include:
different stages of use:
active
archival
digital:
remote drives
servers
CDs
DVDs
imaging systems
PC-based applications
mainframe
documentation relating to:
authenticity
integrity
reliability
social or business activities
useability
physical:
audio-visual or multimedia
graphic
microform
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
Access and security conditions may include:
confidential
high-security (restricted)
open
Anomalies may include:
changes to legislation such as census records becoming publicly accessible
citizenship status of people may change granting them different rights from what existed previously
government policy may see the value of records officially changed by decree
new technology may be developed to enable more information to be extracted from x-ray film
Recordkeeping systems may include:
archival control systems
business systems
cash register-based systems
characteristics relating to:
aggregations
context
entities
metadata
current business or records systems
electronic records and document management system (ERDMS )
informal
paper-based accumulation and card systems
PC-based accounting systems, employee and tax records systems
proprietary recordkeeping package
storage facilities systems
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.
Compiling and reviewing criteria may include:
considering requirements for vital records including:
legal liabilities
ownership rights or entitlements
policy records, precedents and decisions
rights or entitlements of individuals
consulting identifying documentation found in:
databases
lists
notes in relation to the records
proforma
consulting retention and disposal schedules, which may be:
continuing
functional
general
multiple
one-time
single
identifying:
access restrictions
any extenuating impediments to the destruction of records
how information is likely to be presented and manipulated
how information is likely to be retrieved
how many people will need to retrieve the information
what information is needed
Criteria for review may include:
particular subject, for example, having political, educational, scientific, sociological or other interest
sustainability - voluminous record that is not used sufficiently frequently might not justify the resources its preservation consumes
sensitivity - some records may be deemed so sensitive that they may never be used for research
data extraction - previously unused means of extracting data from a particular record may increase its value
environmental context - business environments, community expectations, governance frameworks, legislative and regulatory mandates or relevant recordkeeping principles and standards
Records and formats may include:
different stages of use:
active
archival
digital:
remote drives
servers
CDs
DVDs
imaging systems
PC-based applications
mainframe
documentation relating to:
authenticity
integrity
reliability
social or business activities
useability
physical:
audio-visual or multimedia
graphic
microform
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
Access and security conditions may include:
confidential
high-security (restricted)
open
Anomalies may include:
changes to legislation such as census records becoming publicly accessible
citizenship status of people may change granting them different rights from what existed previously
government policy may see the value of records officially changed by decree
new technology may be developed to enable more information to be extracted from x-ray film
Recordkeeping systems may include:
archival control systems
business systems
cash register-based systems
characteristics relating to:
aggregations
context
entities
metadata
current business or records systems
electronic records and document management system (ERDMS )
informal
paper-based accumulation and card systems
PC-based accounting systems, employee and tax records systems
proprietary recordkeeping package
storage facilities systems
EVIDENCE GUIDE
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:
defining issues in relation to a review of records
identifying potential recordkeeping implications of a change in the disposal status of records.
Context of and specific resources for assessment
Assessment must ensure:
access to an actual workplace or simulated 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 revised disposal authorities and access conditions
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.
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:
defining issues in relation to a review of records
identifying potential recordkeeping implications of a change in the disposal status of records.
Context of and specific resources for assessment
Assessment must ensure:
access to an actual workplace or simulated 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 revised disposal authorities and access conditions
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.
Replaces
| State Code | National Code | Title | Type |
|---|---|---|---|
| C3792 | BSBRKG401A | Review the status of a record | Unit of competency |
Replaced By
| State Code | National Code | Title | Type |
|---|---|---|---|
| AUH93 | BSBRKG401 | Review the status of a record | Unit of competency |
| State Code | National Code | Title | Type |
|---|---|---|---|
| J283 | PSP40112 | Certificate IV in Government | Qualification |
| C768 | PSP40104 | Certificate IV in Government | Qualification |
| J094 | HLT43212 | Certificate IV in Health Administration | Qualification |
| D695 | CUL30111 | Certificate III in Information and Cultural Services | Qualification |
| D160 | BSB41707 | Certificate IV in Recordkeeping | Qualification |