Assessor Resource

BSBRKG305A
Review recordkeeping functions

Assessment tool

Version 1.0
Issue Date: May 2024


This unit applies to individuals requiring some understanding of relevant theoretical knowledge relating to recordkeeping functions. It is not assumed that individuals at this level would have responsibility for supervising the work of others; however it is assumed that as a recordkeeping practitioner their work will support effective recordkeeping and governance practices across the organisation.

This unit describes the performance outcomes, skills and knowledge required to undertake research that supports work across a wide range of recordkeeping functions.

This is a foundation unit for any person wishing to pursue competency in recordkeeping and provides a sound basis for working across various recordkeeping functional areas. This unit is based on the joint Australian Society of Archivists (ASA) and Records Management Association of Australasia's (RMAA) Statement of Knowledge for Recordkeeping Professionals.

No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.

You may want to include more information here about the target group and the purpose of the assessments (eg formative, summative, recognition)

Employability Skills

This unit contains employability skills.



Evidence Required

List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.

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.

Submission Requirements

List each assessment task's title, type (eg project, observation/demonstration, essay, assingnment, checklist) and due date here

Assessment task 1: [title]      Due date:

(add new lines for each of the assessment tasks)

Assessment Tasks

Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.

Required skills

literacy skills to review records and recordkeeping frameworks

problem-solving and analysis skills to interpret records management principles and practices.

Required knowledge

key provisions of relevant legislation from all forms of government, regulations, standards and documentation that may affect aspects of business operations, such as:

AS 5044.1:2002 AGLS Metadata element set

AS 5090:2003 Work process analysis for recordkeeping

AS ISO 15489:2004 Records management

AS ISO 23081.1:2006 Information and documentation - Records management processes - Metadata for records - Principles

Australian Stock Exchange(ASX) Principles of Good Corporate Governance

ethical principles

codes of practice

privacy and freedom of information

archives and records legislation

occupational health and safety

organisational business functions, structure and culture.

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

Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.

Observation Checklist

Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice Yes No Comments/feedback
Identify purpose of records and recordkeeping systems 
Define characteristics of records 
Select appropriate recordkeeping system characteristics 
Research theories and principles of recordkeeping 
Define environmental context of records and recordkeeping systems 
Research factors which may influence present or future needs of records or recordkeeping systems 
Identify needs of stakeholders, agents and users of records 
Research theories and principles relating to recordkeeping environment or context 
Collate, analyse and document recordkeeping processes and practices 
Write report on outcomes of research 
Develop recommendations for future activity 

Forms

Assessment Cover Sheet

BSBRKG305A - Review recordkeeping functions
Assessment task 1: [title]

Student name:

Student ID:

I declare that the assessment tasks submitted for this unit are my own work.

Student signature:

Result: Competent Not yet competent

Feedback to student

 

 

 

 

 

 

 

 

Assessor name:

Signature:

Date:

Assessment Record Sheet

BSBRKG305A - Review recordkeeping functions

Student name:

Student ID:

Assessment task 1: [title] Result: Competent Not yet competent

(add lines for each task)

Feedback to student:

 

 

 

 

 

 

 

 

Overall assessment result: Competent Not yet competent

Assessor name:

Signature:

Date:

Student signature:

Date: