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Elements and Performance Criteria

1. Identify records
   • Access, interpret and apply record keeping documentation and ensure the work activity complies
   • Obtain multiple copies of records to match job requirements
   • Identify and comply with document storage, filing and handling requirements
   • Check registered documents against register
   • Report or replace missing registered documents
   • Recognise and adhere to organisation’s quality assurance requirements
   • Select equipment that is consistent with the task of maintaining records, check for serviceability and rectify or report any faults
2. Process details
   • Accurately and legibly record details in accordance with organisation’s instructions
   • Record details to specified quality control procedures
   • Ensure alterations to records are initialled by the responsible person
   • Record signatures, dates and times
   • Ensure records/entries are counter signed and checked to ensure currency
3. Review and file records
   • Ensure records are referred to for historical data
   • Make records available to authorised personnel for checking purposes
   • Bring trends affecting work in progress to the attention of appropriate personnel
   • Process and file records
4. Identify records
   • Access, interpret and apply record keeping documentation and ensure the work activity complies
   • Obtain multiple copies of records to match job requirements
   • Identify and comply with document storage, filing and handling requirements
   • Check registered documents against register
   • Report or replace missing registered documents
   • Recognise and adhere to organisation’s quality assurance requirements
   • Select equipment that is consistent with the task of maintaining records, check for serviceability and rectify or report any faults
5. Process details
   • Accurately and legibly record details in accordance with organisation’s instructions
   • Record details to specified quality control procedures
   • Ensure alterations to records are initialled by the responsible person
   • Record signatures, dates and times
   • Ensure records/entries are counter signed and checked to ensure currency
6. Review and file records
   • Ensure records are referred to for historical data
   • Make records available to authorised personnel for checking purposes
   • Bring trends affecting work in progress to the attention of appropriate personnel
   • Process and file records

Performance Evidence

Evidence is required to be collected that demonstrates a candidate’s competency in this unit. Evidence must be relevant to the roles within this sector’s work operations and satisfy all of the requirements of the performance criteria of this unit and include evidence that the candidate:

locates and applies relevant legislation, documentation, policies and procedures

works effectively with others to undertake and complete the maintaining of site records that meets all of the required outcomes, including:

communicating clearly and concisely with others to explain and clarify procedures, to interview users to identify their records/information needs

demonstrates completion of maintaining site records that safely, effectively and efficiently meets all of the required outcomes on more than one (1) occasion including:

reading and interpreting the nature of record content, functions and problems

analysing activity to diagnose problems, identifying and implementing options to solve problems

processing details and ensuring recording of signatures, dates, times, records are counter signed and verified for currency

maintaining accurate written records, reporting and filing systems including:

site diary

materials received and dispatched

quality records

WHS records

environmental records

inventory control records

reporting issues affecting the completion of work activities to their supervisor

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Knowledge Evidence

The candidate must demonstrate knowledge of maintaining site records through:

basic records management systems and processes (both manual and computer aided)

following records filing and retrieval systems and processes

using registered document control systems

complying with quality control administration

project quality requirements

using resources and infrastructure Industry terminology

preparing and carrying out JSEA/JSA/Safe work method statement

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