Assessor Resource

BSBRKG608
Plan management of records over time

Assessment tool

Version 1.0
Issue Date: May 2024


This unit describes the skills and knowledge required to determine the breadth and depth of a collection of records and to develop strategic and implementation plans for the management of records over time.

It applies to individuals who use specialist knowledge, analytical skills and problem-solving techniques to support business operations. The individual may have responsibility for a team or sole responsibility for their work within the business system.

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

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


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.

ELEMENT

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1. Determine policies and strategies for management of records over time

1.1 Develop strategies to manage storage and access records, in accordance with industry standards and taking into account available resources

1.2 Develop strategies in the context of organisational culture, including migration and preservation strategies

1.3 Determine boundaries of the collection from identified recordkeeping requirements for the jurisdiction

1.4 Determine records storage and usage requirements from available documentation and observe organisational behaviour to enable monitoring against the strategic plan

1.5 Identify other parties who create or use records which require storage and factor these into estimates

1.6 Develop a vital records strategy that includes the criteria for vital records and the allocation of responsibility in case of a disaster

1.7 Incorporate vital records strategy into the wider organisational disaster management strategy after approval by appropriate authority

2. Develop strategy and implementation plan for managing records over time

2.1 Review existing internal and external documents which may impact on the transfer of custody and responsibility for records

2.2 Confirm that recordkeeping jurisdictions of the organisation include boundaries of accountabilities from documentation relevant to the transfer of ownership or custody of records

2.3 Specify and document requirements for the transfer of custody, ownership and responsibility

2.4 Specify nature of agreements with receiving bodies or individuals, including rules for negotiation, minimum requirements of legal custody, and signatories to the agreements

2.5 Clearly and logically document rules for the transfer of custody, ownership, and responsibility of records in accordance with organisational requirements

3. Manage preservation of records over time

3.1 Develop records collection strategies and policies which reflect the collecting institution’s strategies and directions, and potential changes in operating environments

3.2 Ensure collections strategies reflect evaluation of collection use and availability of alternative formats for resource sharing and in-house collection, as well as access to records from remote sources

3.3 Determine boundaries for the collection, and negotiate commonalities or overlaps of jurisdiction and common boundaries between collecting institutions

3.4 Manage selection, acquisition and disposal of collection material to make best use of staff knowledge, expertise and resources

3.5 Establish processes for the receipt of donations and bequests under legal deposits, policy or other directives, and review the collection taking into account collection strategies, policies and disposal

3.6 Initiate and respond to cooperative collection projects where mutual benefits can be gained

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.

ELEMENT

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1. Determine policies and strategies for management of records over time

1.1 Develop strategies to manage storage and access records, in accordance with industry standards and taking into account available resources

1.2 Develop strategies in the context of organisational culture, including migration and preservation strategies

1.3 Determine boundaries of the collection from identified recordkeeping requirements for the jurisdiction

1.4 Determine records storage and usage requirements from available documentation and observe organisational behaviour to enable monitoring against the strategic plan

1.5 Identify other parties who create or use records which require storage and factor these into estimates

1.6 Develop a vital records strategy that includes the criteria for vital records and the allocation of responsibility in case of a disaster

1.7 Incorporate vital records strategy into the wider organisational disaster management strategy after approval by appropriate authority

2. Develop strategy and implementation plan for managing records over time

2.1 Review existing internal and external documents which may impact on the transfer of custody and responsibility for records

2.2 Confirm that recordkeeping jurisdictions of the organisation include boundaries of accountabilities from documentation relevant to the transfer of ownership or custody of records

2.3 Specify and document requirements for the transfer of custody, ownership and responsibility

2.4 Specify nature of agreements with receiving bodies or individuals, including rules for negotiation, minimum requirements of legal custody, and signatories to the agreements

2.5 Clearly and logically document rules for the transfer of custody, ownership, and responsibility of records in accordance with organisational requirements

3. Manage preservation of records over time

3.1 Develop records collection strategies and policies which reflect the collecting institution’s strategies and directions, and potential changes in operating environments

3.2 Ensure collections strategies reflect evaluation of collection use and availability of alternative formats for resource sharing and in-house collection, as well as access to records from remote sources

3.3 Determine boundaries for the collection, and negotiate commonalities or overlaps of jurisdiction and common boundaries between collecting institutions

3.4 Manage selection, acquisition and disposal of collection material to make best use of staff knowledge, expertise and resources

3.5 Establish processes for the receipt of donations and bequests under legal deposits, policy or other directives, and review the collection taking into account collection strategies, policies and disposal

3.6 Initiate and respond to cooperative collection projects where mutual benefits can be gained

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
Develop strategies to manage storage and access records, in accordance with industry standards and taking into account available resources 
Develop strategies in the context of organisational culture, including migration and preservation strategies 
Determine boundaries of the collection from identified recordkeeping requirements for the jurisdiction 
Determine records storage and usage requirements from available documentation and observe organisational behaviour to enable monitoring against the strategic plan 
Identify other parties who create or use records which require storage and factor these into estimates 
Develop a vital records strategy that includes the criteria for vital records and the allocation of responsibility in case of a disaster 
Incorporate vital records strategy into the wider organisational disaster management strategy after approval by appropriate authority 
Review existing internal and external documents which may impact on the transfer of custody and responsibility for records 
Confirm that recordkeeping jurisdictions of the organisation include boundaries of accountabilities from documentation relevant to the transfer of ownership or custody of records 
Specify and document requirements for the transfer of custody, ownership and responsibility 
Specify nature of agreements with receiving bodies or individuals, including rules for negotiation, minimum requirements of legal custody, and signatories to the agreements 
Clearly and logically document rules for the transfer of custody, ownership, and responsibility of records in accordance with organisational requirements 
Develop records collection strategies and policies which reflect the collecting institution’s strategies and directions, and potential changes in operating environments 
Ensure collections strategies reflect evaluation of collection use and availability of alternative formats for resource sharing and in-house collection, as well as access to records from remote sources 
Determine boundaries for the collection, and negotiate commonalities or overlaps of jurisdiction and common boundaries between collecting institutions 
Manage selection, acquisition and disposal of collection material to make best use of staff knowledge, expertise and resources 
Establish processes for the receipt of donations and bequests under legal deposits, policy or other directives, and review the collection taking into account collection strategies, policies and disposal 
Initiate and respond to cooperative collection projects where mutual benefits can be gained 

Forms

Assessment Cover Sheet

BSBRKG608 - Plan management of records over time
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

BSBRKG608 - Plan management of records over time

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: