BSBRKG403C - Set up a business or records system for a small business Competency Mapping Template
Unit of Competency Mapping – Information for Teachers/Assessors – Information for Learners
BSBRKG403C Mapping and Delivery Guide Set up a business or records system for a small business
Version 1.0 Issue Date: May 2024
Qualification
-
Unit of Competency
BSBRKG403C - Set up a business or records system for a small business
Description
This unit describes the performance outcomes, skills and knowledge required to research, develop and implement business or records systems for a small office.
Employability Skills
This unit contains employability skills.
Learning Outcomes and Application
This unit applies to individuals who are required to demonstrate understanding of a broad knowledge base incorporating some theoretical recordkeeping concepts. The application is in relation to individuals working in a range of ‘small’ office environments where, in most cases, recordkeeping is only part of the individual’s responsibilities; the unit addresses the less formal recordkeeping requirements of micro or small businesses or branches and technical operations centres of larger organisations.Typically, the individual would report to a supervisor or manager within the organisation and be solely responsible for the development and implementation of business or records systems, including training users of the system.
Duration and Setting
X weeks, nominally xx hours, delivered in a classroom/online/blended learning setting.
Prerequisites/co-requisites
Not applicable.
Competency Field
Development and validation strategy and guide for assessors and learners
Student Learning Resources
Handouts Activities
Slides PPT
Assessment 1
Assessment 2
Assessment 3
Assessment 4
Elements of Competency
Performance Criteria
Element: Determine recordkeeping requirements
Identify anddocumentcore business, supporting activities,resources, andbusiness and social contextusing observation andconsultation
Determine security and access requirements forbusiness or records systemcontent from analysis of organisation’s activities
Analyse business documentation to determine organisational reporting and accountability requirements
Identifyorganisational functions and activitiesfor which records must be kept, from analysis of business and context documentation
Determine nature, detail, and format ofrecords(content andmetadata) for each organisational function and activity from analysis of the business and its context
Element: Devise an appropriate recordkeeping system
Determine metadata needed to manage records (store, locate and retrieve) in a business or records system
Select scale and number of business or records systems appropriate to scale and nature of business operations
Select technological requirements of business or records systems appropriate to scale and nature of business operations
Select cost structure for business or records systems appropriate to scale, nature, and organisational cash flow requirements
Ensure maintenance, disposal and updating requirements of business or records system conform to scale, nature, and culture of the organisation
Select business or records system suited to projected growth of the organisation
Element: Develop business rules and procedures to support operations
Develop rules for incorporating individual records and information (records capture) into the business or records system
Develop rules for deciding and recording retention periods and appropriate disposal actions for records
Develop and documentprocedures for the use of the system
Provide system users with training or instructions in the use of the business or records system, in line with the culture and scale of the organisation
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.
The evidence guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.
Overview of assessment
Critical aspects for assessment and evidence required to demonstrate competency in this unit
Evidence of the following is essential:
translating business functions and reporting requirements into a brief that describes the requirements of a business or records system
developing a business or records system, including rules and procedures
knowledge of organisational functions, structure and culture.
Context of and specific resources for assessment
Assessment must ensure:
access to examples of records, recordkeeping systems and policies
access to workplace reference materials such as procedural manuals and company policies.
Method of assessment
A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:
analysis of responses to case studies and scenarios
demonstration of techniques
direct questioning combined with review of portfolios of evidence and third party workplace reports of onthejob performance by the candidate
review of documentation outlining procedures developed for the use of the system
oral or written questioning to assess knowledge of general principles and processes of recordkeeping systems.
Guidance information for assessment
Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:
administration units
other knowledge management units.
Submission Requirements
List each assessment task's title, type (eg project, observation/demonstration, essay, assignment, 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.
Required skills
communication skills to explain and clarify procedures, and to consult with users of a records or business system
literacy skills to read and interpret record content, functions and problems
problemsolving and analysis skills to identify requirements of business or records system.
Required knowledge
key provisions of relevant legislation from all forms of government, regulations, standards and documentation that may affect aspects of business operations, such as:
AS 5044.1:2002 AGLS Metadata element set
AS 5090:2003 Work process analysis for recordkeeping
AS ISO 15489:2004 Records management
AS ISO 23081.1:2006 Information and documentation – Records management processes – Metadata for records – Principles
Australian Stock Exchange (ASX) Principles of Good Corporate Governance
ethical principles
codes of practice
privacy and freedom of information
archives and records legislation
occupational health and safety
environmental sustainability practices in business operations
general principles and processes of records management and records management systems, such as:
systems of control
records continuum theory
mandate and ownership of business process
environmental context
records characteristics
internal controls
organisational functions, structure and culture
organisational policies and strategies
organisational technological base.
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.
Documentingcore business may involve identifying:
authenticity, integrity, reliability and useability of records or other documents
diagrammatic representations
formal documents
hand written documents
informal communications
online instructions or computerbased format instructions that can be updated
paperbased manuals
other text.
Resourcesmay include:
human resources and their availability
location of resources currently in operation
physical resources
organisational policies and procedures
technological resources
those available for purchase or development.
Business and social contextmay include:
clients or customers and their expectations
codes of ethics and codes of professional conduct specific to industry sector
community expectations
governance frameworks
industry sector characteristics and reporting requirements of that sector
internal and external accountability requirements
internal and external stakeholders whose interests must be taken into account
other relevant legislation and regulations, including those covering:
business activity reporting
business and income ( PAYE) taxation
corporation law reporting requirements
environmental protection and waste management
goods and services tax collection
industrial relations
occupational health and safety
privacy protection
statutory access rights and freedom of information
superannuation
environmentally sustainable business practice
social and ethical standards the community expects the organisation to meet.
Consultationmay include organisation’s:
head office
local management
principals
staff.
Business or records systemsmay include:
archival control systems
business systems
cash registerbased systems
characteristics relating to:
aggregations
context
entities
metadata
current business or records systems
electronic records and document management system (ERDMS)
informal
paperbased accumulation and card systems
PCbased accounting systems, employee and tax records systems
proprietary recordkeeping package
storage facilities systems.
Organisational functions and activitiesthat may be documented may include:
asset management
conventional and email correspondence
customer relationship management
human resources management
invoicing and sales
legislative, regulatory and licensing compliance
marketing and promotion
purchasing and expenditure
research and development
risk management
stock control.
Recordsmay include:
different stages of use:
active
archival
digital:
remote drives
servers
CDs
DVDs
imaging systems
PCbased applications
mainframe
physical:
audiovisual or multimedia
graphic
microform
paperbased (acid free or multiple copies
variety of sources:
already in the custody of the organisation
in the process of being transferred between organisations.
Metadataare those records which are maintained about the records themselves and may include:
activity classification terms
date, time, and location of record creation or registration into the system
identity of record creator
indexing and descriptive terms
record format
security and access information
unique identifiers for each record.
Procedures for the use of the systemmay include:
how to use the business or records system
considering format and style
considering appropriateness for scale, nature, culture and number of operators who use the system.
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
Identify anddocumentcore business, supporting activities,resources, andbusiness and social contextusing observation andconsultation
Determine security and access requirements forbusiness or records systemcontent from analysis of organisation’s activities
Analyse business documentation to determine organisational reporting and accountability requirements
Identifyorganisational functions and activitiesfor which records must be kept, from analysis of business and context documentation
Determine nature, detail, and format ofrecords(content andmetadata) for each organisational function and activity from analysis of the business and its context
Determine metadata needed to manage records (store, locate and retrieve) in a business or records system
Select scale and number of business or records systems appropriate to scale and nature of business operations
Select technological requirements of business or records systems appropriate to scale and nature of business operations
Select cost structure for business or records systems appropriate to scale, nature, and organisational cash flow requirements
Ensure maintenance, disposal and updating requirements of business or records system conform to scale, nature, and culture of the organisation
Select business or records system suited to projected growth of the organisation
Develop rules for incorporating individual records and information (records capture) into the business or records system
Develop rules for deciding and recording retention periods and appropriate disposal actions for records
Develop and documentprocedures for the use of the system
Provide system users with training or instructions in the use of the business or records system, in line with the culture and scale of the organisation
Forms
Assessment Cover Sheet
BSBRKG403C - Set up a business or records system for a small business
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
BSBRKG403C - Set up a business or records system for a small business
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