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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. |
Documenting core business may involve identifying: | diagrammatic representationsformal documentshand written documentsinformal communicationsonline instructions or computer-based format instructions that can be updatedpaper-based manualsother texts |
Resources may include: | human resources and their availabilitylocation of resources currently in operationphysical resourcestechnological resourcesthose available for purchase or development |
Business and social context may include: | clients or customers and their expectationcodes of ethics and codes of professional conduct specific to industry sectorindustry sector characteristics and reporting requirements of that sectorinternal and external accountability requirements internal and external stakeholders whose interests must be taken into accountother relevant legislation and regulations, including those covering:business activity reportingbusiness and income ( PAYE) taxationcorporation law reporting requirementsenvironmental protection and waste managementgoods and services tax collectionindustrial relationsoccupational health and safetyprivacy protectionstatutory access rights and freedom of informationsuperannuationinternal and external stakeholders whose interests must be taken into accountsocial and ethical standards the community expects the organisation to meet |
Consultation may include organisation's: | head officelocal managementprincipalsstaff |
Organisational functions and activities that may be documented may include: | asset managementconventional and email correspondencecustomer relationship managementhuman resources managementinvoicing and saleslegislative, regulatory and licensing compliancemarketing and promotionpurchasing and expenditureresearch and developmentrisk managementstock control |
Metadata are those records which are maintained about the records themselves and may include: | activity classification termsdate, time, and location of record creation or registration into the systemidentity of record creatorindexing and descriptive termsrecord formatsecurity and access informationunique identifiers for each record |
Business or records systems may include: | archival control systemsbusiness systemscash register-based systemscharacteristics relating to:aggregationscontextentities metadatacurrent business or records systemselectronic records and document management system (ERDMS)informalpaper-based accumulation and card systemsPC-based accounting systems, employee and tax records systemsproprietary recordkeeping packagestorage facilities systems |
Measurable performance indicators may be developed: | from a strategic planin consultation with those who will undertake the specific tasks |
Measurable performance indicators may include: | disposal (percentage of records, unsentenced records, those overdue for disposal action and functions or records not covered by disposal schedules)parameters for tracking of recordsretrieval and access (security and access rules, response to request time limits, service levels for requests)records creation and capture performance |
Procedures and guidelines may include: | acceptable range of variation for compliancesystem requirements |
Monitoring may relate to: | broad accumulation and growth monitoringchecking spelling, spacing and numberingcontinuing relevance of classificationdisposal schedule applicabilityexamining titling and indexing at item levelnew records specificationsnumber of systemsobservation of localised rules and continuing relevance of classificationrecords creation and capture performance targetssingle records management system |
Organisational policies and guidelines may include: | actions in relation to freedom of information legislationactions or accumulations of records above or below anticipated levelsaudit trail or log of users and activity in systemschanges in use of classification and indexing termsaccess rulesdisposal proceduresprocedures in relation to disparity, sentencing difficulties or gaps in retention and disposal schedule coverageprocedures in relation to disputes arising from any matters, particularly access questionsfailures in tracking or increases in lost itemsinput of metadata requirementslegal precedents requiring changes to systemsprivacy requirementsquality of recordkeeping about recordsrecords of authorisation of destructionprocedures in relation to reliability of optical character recognition techniquesretention of records in relation to a schedulescanned imagessecurity requirementsspecified access restrictions, in the public sectorstorage standards and maintenance schedules |
Variations may include: | increases or decreases in the use of particular technologiesvariations from the business or records system's performance or capacityvariations within the agreed limit which are inconsistent |
Reports may include: | compliancemaintenancerecord capturerecord creationrecords use |
Appropriate authority may include: | audit committeeboard of directorscommittee of managementbusiness ownerchief executive officerdelegated individualexternal public authoritynominated senior management representativerecordkeeping professionalssenior management team |
Problems and changes may include: | case-law precedentschanges in administrative changes to functions and activitieschanges of governmentchanges to organisational structuresclosures and bankruptcylegislative or other regulatory changesoutsourcing and privatisationtakeovers, amalgamations or relocationtechnological change and implementation |
Systemic responses may include: | amendment/s to the classification systembulk movement of records to controlmigration of systemsnew classification and controlled languagenew disposal classes or retention periodsnew legal liabilities and other risks identified requiring changes to records specificationsnew organisational or business unit functions |
Revisions may be made to: | access rules and proceduresclassification and indexing schemesdisposal schedulesrecords specificationsstorage projections and requirements |