ELEMENT

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

Performance criteria describe the performance needed to demonstrate achievement of the element.

1. Determine policies and strategies for management of records over time

1.1 Develop strategies to manage storage and access records, in accordance with industry standards and taking into account available resources

1.2 Develop strategies in the context of organisational culture, including migration and preservation strategies

1.3 Determine boundaries of the collection from identified recordkeeping requirements for the jurisdiction

1.4 Determine records storage and usage requirements from available documentation and observe organisational behaviour to enable monitoring against the strategic plan

1.5 Identify other parties who create or use records which require storage and factor these into estimates

1.6 Develop a vital records strategy that includes the criteria for vital records and the allocation of responsibility in case of a disaster

1.7 Incorporate vital records strategy into the wider organisational disaster management strategy after approval by appropriate authority

2. Develop strategy and implementation plan for managing records over time

2.1 Review existing internal and external documents which may impact on the transfer of custody and responsibility for records

2.2 Confirm that recordkeeping jurisdictions of the organisation include boundaries of accountabilities from documentation relevant to the transfer of ownership or custody of records

2.3 Specify and document requirements for the transfer of custody, ownership and responsibility

2.4 Specify nature of agreements with receiving bodies or individuals, including rules for negotiation, minimum requirements of legal custody, and signatories to the agreements

2.5 Clearly and logically document rules for the transfer of custody, ownership, and responsibility of records in accordance with organisational requirements

3. Manage preservation of records over time

3.1 Develop records collection strategies and policies which reflect the collecting institution’s strategies and directions, and potential changes in operating environments

3.2 Ensure collections strategies reflect evaluation of collection use and availability of alternative formats for resource sharing and in-house collection, as well as access to records from remote sources

3.3 Determine boundaries for the collection, and negotiate commonalities or overlaps of jurisdiction and common boundaries between collecting institutions

3.4 Manage selection, acquisition and disposal of collection material to make best use of staff knowledge, expertise and resources

3.5 Establish processes for the receipt of donations and bequests under legal deposits, policy or other directives, and review the collection taking into account collection strategies, policies and disposal

3.6 Initiate and respond to cooperative collection projects where mutual benefits can be gained

Skill

Performance

Criteria

Description

Reading

1.3, 1.4, 2.1, 2.2,

Analyses and evaluates complex textual information to identify organisational practices, and to discern the values of information, documents and manuscripts

Writing

1.1-1.7, 2.3-2.5, 3.1, 3.3, 3.6

Prepares and compiles logically structured documents and reports using organisational formats to convey clear information about complex relationships and processes

Oral Communication

3.3, 3.6

Uses collaborative techniques to consult and negotiate requirements with a range of internal and external stakeholders

Uses clear language, terminology and concepts relevant to audience and purpose

Numeracy

1.1, 1.4, 1.5, 3.4

Performs calculations and uses mathematical problem-solving techniques to estimate and analyse data relating to cost, quantity, volume and time.

Navigate the work of work

1.1-1.3, 2.4, 2.5, 3.5

Uses understanding of organisational and legislative and regulatory requirements to develop strategies to manage records

Understands how own role contributes to broader goals of the work environment

Get the work done

1.1-1.4, 1.6, 1.7, 2.1, 3.1-3.6

Develops plans to manage relatively complex, non-routine tasks with an awareness of how they contribute to longer term operational and strategic goals

Makes a range of critical and non-critical decisions in relatively complex situations, taking into account a range of constraints

Recognises and addresses some unfamiliar problems of increasing complexity within own scope

Supports new ideas on the basis of their contribution to the achievement of broader goals