Application
This unit describes the skills and knowledge required to determine and document retention periods and disposal actions for existing and future records created, received and maintained by an organisation in the course of business.
The unit applies to individuals who use analytical skills and specialist knowledge of information management systems and business areas to support organisational operations. The individual may have responsibility for a team or sole responsibility for their work within the business system.
No licensing, legislative or certification requirements apply to this unit at the time of publication.
Elements and Performance Criteria
1. Analyse information management requirements | 1.1 Research and analyse information management environment and legal, business and societal context for the organisation 1.2 Establish and document organisation’s relevant accountability and information requirements 1.3 Analyse a range of documentation sources, and identify existing relevant information management requirements 1.4 Review and update risk analysis for the organisation, as required, in accordance with relevant standards 1.5 Research and analyse usage patterns of existing records to identify users, and periods and purposes of use 1.6 Consult and document user views on their needs and accessibility of the records 1.7 Update and document relevant information management requirements according to review analysis and consultation of users |
2. Identify required disposal status of records | 2.1 Identify and review the organisation’s business processes from existing functional analyses or consult relevant stakeholders 2.2 Establish relevant information management activities in the functional analysis 2.3 Develop and document disposal classes according to the boundaries of the transactions and activities which make up the organisation’s processes 2.4 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 2.5 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 2.6 Describe disposal actions for each disposal class in the relevant documentation |
3. Document disposal status and retention periods | 3.1 Test and confirm retention and disposal documentation contains details of business activities, records classes, and required disposal actions 3.2 Identify and assign responsibility for implementing disposal actions for records from retention and disposal documentation 3.3 Describe disposal class and status, and disposal actions in the approved retention and disposal documentation 3.4 Compile and retain documentation of the analysis and related information with the approved retention and disposal documentation 3.5 Submit retention and disposal documentation for approval to relevant individual or body |
Evidence of Performance
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.
Evidence of Knowledge
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.
Assessment Conditions
Skills in this unit must be demonstrated in a workplace or simulated environment where the conditions are typical of those in a working environment in this industry.
This includes access to:
legislation, regulations, standards and codes relevant to records retention and disposal
workplace documentation and resources relevant to performance evidence.
Assessors of this unit must satisfy the requirements for assessors in applicable vocational education and training legislation, frameworks and/or standards.
Foundation Skills
Reading | Critically analyses documentation from a variety of sources to identify specific criteria and consolidates information to determine requirements |
Writing | Uses language, concepts, formatting and terminology appropriate to organisation and purpose to convey explicit information |
Oral Communication | Uses active listening and questioning techniques to obtain and clarify information from record users |
Numeracy | Performs mathematical calculations to analyse usage data and to interpret patterns and trends Measures periods of time by performing basic mathematical calculations |
Self-management | Monitors adherence to organisational policies, standards, and all legislative and regulatory requirements Considers own role in terms of its contribution to broader goals of the work environment |
Planning and organising | Develops plans to manage relatively complex, non-routine tasks with an awareness of how they may contribute to longer term operational and strategic goals |
Problem solving | Recognises and addresses some unfamiliar problems of increasing complexity within own scope |
Technology | Uses digital tools and technologies in the information management process |
Sectors
Technical Skills – Information Services