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Elements and Performance Criteria

1. Analyse information management requirements
   • Research and analyse information management environment and legal, business and societal context for the organisation
   • Establish and document organisation’s relevant accountability and information requirements
   • Analyse a range of documentation sources, and identify existing relevant information management requirements
   • Review and update risk analysis for the organisation, as required, in accordance with relevant standards
   • Research and analyse usage patterns of existing records to identify users, and periods and purposes of use
   • Consult and document user views on their needs and accessibility of the records
   • Update and document relevant information management requirements according to review analysis and consultation of users
2. Identify required disposal status of records
   • Identify and review the organisation’s business processes from existing functional analyses or consult relevant stakeholders
   • Establish relevant information management activities in the functional analysis
   • Develop and document disposal classes according to the boundaries of the transactions and activities which make up the organisation’s processes
   • Develop disposal status and retention periods for each disposal class from an analysis of relevant documentation sources, legal requirements, access classifications, user consultation and review of risk analysis
   • Review disposal status and retention periods for each disposal class in relation to the relevant use of the records, the relationship with other organisational activities, and other relevant requirements
   • Describe disposal actions for each disposal class in the relevant documentation
3. Document disposal status and retention periods
   • Test and confirm retention and disposal documentation contains details of business activities, records classes, and required disposal actions
   • Identify and assign responsibility for implementing disposal actions for records from retention and disposal documentation
   • Describe disposal class and status, and disposal actions in the approved retention and disposal documentation
   • Compile and retain documentation of the analysis and related information with the approved retention and disposal documentation
   • Submit retention and disposal documentation for approval to relevant individual or body

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:

research records created by an organisation and create a detailed retention and disposal schedule within legislative and organisational parameters that includes disposal classes applying to at least three organisational functions.

In the course of the above, the candidate must:

work closely with record creators and users to determine their needs and access requirements

complete documentation for submission to the relevant authority for approval.

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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 provisions of relevant legislation, regulations and standards that affect information management systems

relevant organisational, jurisdictional and subsidiary functions, activities, structure, policies, strategies and processes

risk analysis applied to records systems

key aspects of disposal actions and the circumstances in which each could be used

key principles and processes of records management and records management systems.

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