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Elements and Performance Criteria

1. Determine information management requirements
   • Consult with relevant stakeholders and identify and document core business functions, supporting activities, resources, and business and social contexts
   • Research and identify organisational functions and activities for which records must be kept
   • Analyse the organisation’s functions and activities and identify required detail and format of records
   • Identify security and access requirements for records system content from analysis of organisation’s activities
   • Analyse business documentation to determine organisational reporting and accountability requirements
2. Select required records system
   • Identify metadata needed to describe, store, locate and retrieve records in a records system
   • Specify technological, internal controls, maintenance, disposal and updating requirements of prospective records systems according to scale and nature of business operations
   • Select records systems that meets required requirements according to scale, nature, and organisational cash flow requirements
3. Develop procedures and implement records system
   • Develop rules for incorporating individual records and metadata into records system
   • Develop and document procedures for the use of the system
   • Distribute information and instructions to relevant stakeholders in the use of the records system
   • Monitor and assist with implementation of the records system

Performance Evidence

The candidate must demonstrate the ability to complete the tasks outlined in the elements, performance criteria and foundation skills of this unit, including evidence of the ability to:

identify, select, develop and implement a records system for a small business.

In the process of the above, the candidate must:

document the steps used to determine the criteria for a records system appropriate to the organisation’s business functions and reporting requirements.

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Knowledge Evidence

The candidate must be able to demonstrate knowledge to complete the tasks outlined in the elements, performance criteria and foundation skills of this unit, including knowledge of:

key principles and processes of records management and records management systems

internal controls required of the business or records system

key characteristics of the organisational functions, structure and culture relevant to implementation of records system

organisational policies and procedures relevant to implementing a records system in a small business.

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