This unit applies to individuals who perform a range of routine tasks in the workplace, using a limited range of practical skills and fundamental knowledge of information and information systems in a defined context, under direct supervision or with limited individual responsibility.

ELEMENT

PERFORMANCE CRITERIA

1. Collect information

1.1. Collect information in a timely manner and ensure that it is relevant to organisational needs

1.2. Use business equipment/technology available in the work area to effectively obtain information

1.3. Apply organisational requirements relating to security and confidentiality in handling information

2. Process workplace information

2.1. Use business equipment/technology to process information in accordance with organisational requirements

2.2. Process information in accordance with defined timeframes, guidelines and procedures

2.3. Update, modify and file information in accordance with organisational requirements

2.4. Collate and despatch information in accordance with specified timeframes and organisational requirements

3. Maintain information systems

3.1. Maintain information and filing systems in accordance with organisational requirements

3.2. Identify, remove and/or relocate inactive or dead files in accordance with organisational requirements

3.3. Establish and assemble new files in accordance with organisational requirements

3.4. Update reference and index systems in accordance with organisational requirements

Required skills

literacy skills to read and understand organisation's recordkeeping and information systems(including classification systems), to follow sequenced written instructions and to comprehend/interpret nature of record content

numeracy skills to sequence and index files

planning skills to organise work priorities and arrangements

problem-solving skills to solve routine problems

technology skills to select and use technology appropriate to maintaining workplace information.

Required knowledge

key provisions of relevant legislation from all forms of government that may affect aspects of business operations, such as:

anti-discrimination legislation

ethical principles

codes of practice

privacy laws

occupational health and safety

organisational policies and procedures relating to collecting and processing workplace information

organisational recordkeeping/filing systems and security procedures

organisation's business and structure

range of filing systems including paper-based and software-based.

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:

applying organisational policies and procedures for collecting and processing workplace information

accuracy in recording and documenting information

correctly storing, classifying and maintaining documents and records.

Context of and specific resources for assessment

Assessment must ensure:

access to an actual workplace or simulated environment

access to office equipment and resources

examples of workplace information systems.

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:

direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate

review of maintenance of information and filing systems

analysis of responses to case studies and scenarios

demonstration of techniques

oral or written questioning to assess knowledge of the management of information in the workplace.

Guidance information for assessment

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

general administration units

other information management units.

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.

Information may include:

computer databases (library catalogue, customer records)

computer files (letters, memos and other documents)

correspondence (faxes, memos, letters, email)

forms (insurance forms, membership forms)

invoices (from suppliers, to debtors)

minutes of meetings

personnel records (personal details, salary rates)

sales records (monthly forecasts, targets achieved)

Business equipment/technology may include:

answering machine

binder

computer

fax machine

filing systems (manual/computerised/electronic)

photocopier

printer

telephone

Organisational requirements may include:

despatching and collecting procedures

legal and organisational policies, guidelines and requirements

OHS policies, procedures and programs

procedures for deciding which records should be captured and filed

procedures for updating records

security procedures

Removing inactive or dead files may include:

compressing computer files prior to archiving

periodically archiving or deleting files

transferring files at regular intervals or routinely checking for dead or inactive files

transferring records from the active filing system to secondary storage

Relocating inactive or dead files may include:

electronic (email, internet access, diskette, tape, CD-ROM)

microfilm

photographic material

printed material

Unit sector

Knowledge Management - Information Management

This unit contains employability skills.