Application
This unit describes the skills and knowledge required to document or reconstruct a business or records system and its context.
It applies to individuals who use a range of organisational and analytical techniques to perform their work in archival or general record systems environments. They work closely with other members of an organisation and have individual responsibility for documenting or reconstructing systems.
A business or records system may need to be reconstructed for a variety of reasons, including:
capturing into archival control systems for access and control purposes
changes to the system of control including computerisation or migration between systems
transfer of an organisation’s ownership or control arising from amalgamation, takeover or bankruptcy
administrative change, closure of offices or changes in accommodation.
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. Establish activities and functions documented by records | 1.1 Identify and document actions, activities and jurisdiction by which records are generated 1.2 Establish boundaries and relationships of activities and functions of records, and check these against a functional analysis of the organisation 1.3 Identify creators of records by mapping them to the parts of the organisation responsible for functions or activities 1.4 Establish and document changes to functions or activities from the records, and verify against other appropriate sources over the time period of the records |
2. Analyse the context of records and systems | 2.1 Identify and describe previous or subsequent records or series to place records in their context, in accordance with organisational standards 2.2 Identify changes to business or records systems which have occurred over time, including any anomalies to the systemic order of records 2.3 Identify and describe creators of records, including their accountabilities and functional responsibilities 2.4 Identify specific records by nature of their content, similar function, or systemic relationship 2.5 Document and report on the system and records, including identifying any changes and anomalies, in accordance with organisational standards |
3. Document reconstruction of the business or records system | 3.1 Identify and document elements of the business or records system from records 3.2 Identify and document records series in accordance with organisational standards and procedures 3.3 Establish and maintain control by capturing records in accordance with organisational standards and procedures where system is inadequate or not apparent |
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 | 1.1-1.4, 2.1, 2.2, 3.1, 3.2, 3.3 | Critically organises, evaluates and applies content from a range of structurally complex texts |
Writing | 1.1, 1.4, 2.3, 2.5, 3.1, 3.2 | Uses clear, accurate and relevant language to organise, record and update information and complete workplace documentation |
Oral Communication | 2.3 | Participates effectively in interactions with stakeholders using listening and questioning to obtain required information |
Numeracy | 2.1, 2.2 | Locates and interprets numerical information in records and the organisation of records systems to identify contextual anomalies |
Navigate the world of work | 2.1, 2.5, 3.2, 3.3 | Adheres to organisational policies and procedures |
Get the work done | 1.1-1.4, 2.1-2.5, 3.1-3.3 | Takes responsibility for planning and organising tasks and own workload to reconstruct a business or records system Uses problem-solving and analysis skills to interpret and apply principles of business or records systems according to organisational requirements |
Sectors
Knowledge Management – Recordkeeping