Application
This unit describes the skills and knowledge required to provide effective responses to enquiries from potential users of records, using appropriate processes to access and provide information about records.
It applies to individuals who use a range of organisational and analytical techniques in working with an organisation’s business and records systems.
No licensing, legislative or certification requirements apply to this unit at the time of publication.
Elements and Performance Criteria
ELEMENT | PERFORMANCE CRITERIA |
Elements describe the essential outcomes. | Performance criteria describe the performance needed to demonstrate achievement of the element. |
1. Identify and gather records required | 1.1 Identify specific information or search criteria required by user 1.2 Identify range of records likely to contain information required and find out their availability using appropriate finding aids and records systems 1.3 Obtain range of records likely to contain information required by user, and analyse content 1.4 Track records to identify and record any change in location and use, in accordance with business or records system rules and organisational procedures 1.5 Explain to user any obstacles to obtaining specific records within specified time and reach agreement on a timeframe for provision of records |
2. Interpret and administer access rules and procedures | 2.1 Identify person requesting record/s and confirm access category, in accordance with organisational procedures 2.2 Apply access restriction rules and guidelines to record/s requested to match access category of person requesting record/s 2.3 Inform person requesting record/s of their rights to review the decision where access restriction rules and guidelines prevent access |
3. Provide the required information and/or records | 3.1 Prepare requested information/records in appropriate formats, and in accordance with organisational procedures and specified timelines 3.2 Mask specific records, or portions thereof, in accordance with access rules and organisational procedures 3.3 Document records retrieved and used to provide information, in accordance with business or records system operation and organisational procedures 3.4 Record new locations provided to user in accordance with system rules and organisational procedures 3.5 Deliver record, or record information, within specified timeframes |
Foundation Skills
This section describes language, literacy, numeracy and employment skills incorporated in the performance criteria that are required for competent performance.
Skill | Performance Criteria | Description |
Reading | 1.1, 1.2, 1.3, 2.1, 2.2 | Identifies and interprets information from a variety of organisational and regulatory texts to determine required actions |
Writing | 1.2, 1.4, 1.5, 2.3, 3.1, 3.3, 3.4 | Prepares information for others in required organisational format Inputs information to locate records and records details of documents according to organisational requirements |
Oral Communication | 1.1, 1.5, 2.1, 2.3 | Communicates verbally to gather or provide information using language appropriate to audience |
Numeracy | 1.2, 1.3, 1.5 | Recognises and interprets numerical information relating to record storage systems, record classification, timeframes and dates |
Navigate the world of work | 1.4, 2.1, 2.2, 3.1, 3.2, 3.3, 3.4 | Understands and adheres to organisational policies and procedures |
Get the work done | 1.1, 1.2, 1.3, 1.4, 1.5, 2.1, 3.1, 3.5 | Takes responsibility for planning, organising and implementing tasks required to achieve organisational requirements in a timely fashion Takes responsibility for the outcomes of routine decisions related directly to own role Uses digital systems and tools to complete routine tasks |
Sectors
Knowledge Management – Recordkeeping