Elements and Performance Criteria

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.
Purpose of records and recordkeeping systems may include:
providing evidence of and information about, social and business activities
relation to context in which records are created
individual, organisation and social accountability, and memory
Records may include:
different stages of use:
active
archival
digital:
remote drives
servers
CDs
DVDs
imaging systems
PC-based applications
mainframe
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
Characteristics of records may include:
authenticity
documentation of social or business activity outcome
integrity
reliability
useability
Purpose of recordkeeping systems may include:
capturing, managing and preserving records and information
compliance
enabling access of records to meet requirements as specified by businesses or communities
Recordkeeping systems characteristics may include:
aggregations
context
entities
metadata
Theories and principles of recordkeeping may include:
accessibility of records
administrative change
advocacy and education of value of records for memory
appraisal theories
arrangement and description
classification schemes
custody principles
ethics and codes of practice
life cycle theory
mandate and ownership of business process
original order
provenance
record continuum theory
risk principles
systems of control
Environmental context may include:
business environments
community expectations
governance frameworks
legislative and regulatory mandates
relevant recordkeeping principles and standards
Factors which may influence present or future needs may include:
advances in recordkeeping best practice
changing expectations and/or needs of individuals, organisations, communities or society
technological change
value of records over time
Needs of stakeholders, agents and users of records may include:
culture and language of individuals, organisations or communities
educational requirements
levels of expertise and knowledge
perspective of stakeholders
Theories and principles relating to recordkeeping environment or context may include:
administrative change
information management frameworks
legal mandates and ownership of business process
principles of risk management
provenance
Documentation relating to recordkeeping processes and practices may include:
business and systems analysis
capturing records
care and handling
classification
context
custody
disposal
functional requirements
metadata
preservation
reference and access
storage

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:
a report which documents the details of recordkeeping functions and processes within a recordkeeping system, and which demonstrates understanding of the requirements of good recordkeeping practices
knowledge of relevant legislation, regulations and standards.
Context of and specific resources for assessment
Assessment must ensure:
access to examples of records, recordkeeping systems and 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:
assessment of written reports
direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate
observation of presentations
oral or written questioning to assess knowledge and understanding
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 recordkeeping units.