Application
Work must be carried out in accordance with regulations and workplace requirements relevant to a record management process. Work is generally performed under some supervision, within a team/group environment. It involves the application of regulatory requirements and workplace procedures to provide a records retrieval service as part of record management processes in the transport, warehousing, distribution and/or storage industries. |
Prerequisites
Not Applicable
Elements and Performance Criteria
ELEMENT | PERFORMANCE CRITERIA |
1Locate/retrieve records required | 1.1 Search criteria are refined in consultation with user making request, and key words (or other indexing terms) are identified to retrieve records 1.2 Sources are searched to retrieve records according to agreed criteria 1.3 Records are retrieved or located to match request |
2Ensure security of records | 2.1 Person requesting the record is identified and access category confirmed in accordance with organisational procedures 2.2 Access and security clearance documents are checked for match with category of identified person requesting the record 2.3 Where access is denied, the user is informed of the denial in accordance with organisational procedures |
3Deliver the record or record information | 3.1 Where record is to be provided, it is retrieved from the storage location in accordance with record keeping system operation, organisational, and occupational health and safety procedures 3.2 Where information about the record is to be provided, it is given to the user 3.3 Where required by the record keeping system, records of the transaction are documented in accordance with record keeping system operation and organisational procedures 3.4 Where records are provided to the user, the new locations are recorded in accordance with the system rules and organisational procedures 3.5 Record, or record information is delivered to the authorised person within the specified timeframes |
Required Skills
REQUIRED KNOWLEDGE AND SKILLS |
This describes the essential knowledge and skills and their level required for this unit. |
Required knowledge: |
Regulations relevant to the provision of a records retrieval service as part of a records management process |
Relevant OH&S and environmental protection procedures and guidelines |
Workplace procedures and policies for the provision of a records retrieval service including policies on privacy, confidentiality and security of information and records |
Focus of operation of work systems, equipment, management and site operating systems for the provision of a records retrieval service as part of a records management process |
Problems that may occur when providing a records retrieval service and appropriate action that can be taken to resolve the problems |
Operational workflow within a records management system |
Types of equipment used in the provision of a records retrieval service and the precautions and procedures that should be followed in their use |
Housekeeping standards and procedures required in the workplace |
Site layout and obstacles |
Required skills: |
Communicate effectively with others when providing a records retrieval service |
Read and interpret instructions, procedures and information relevant to the provision of a records retrieval service |
Interpret and follow operational instructions and prioritise work |
Complete documentation related to the provision of a records retrieval service |
Operate electronic communication equipment to required protocol |
Work collaboratively with others when providing a records retrieval service |
Adapt appropriately to cultural differences in the workplace, including modes of behaviour and interactions with others |
Promptly report and/or rectify any identified problems that may occur when providing a records retrieval service in accordance with regulatory requirements and workplace procedures |
Apply precautions and required action to minimise, control or eliminate hazards that may exist during work activities |
Plan own work including predicting consequences and identifying improvements |
Monitor work activities in terms of planned schedule |
Modify activities depending on differing operational contingencies, risk situations and environments |
Work systematically with required attention to detail without injury to self or others, or damage to goods or equipment |
Use a range of information technology devices including computers, radio frequency devices, electronic data exchange systems, etc. |
Maintain security and confidentiality of material |
Identify, select and efficiently and effectively use equipment for the provision of a records retrieval service |
Adapt to differences in equipment in accordance with standard operating procedures |
Select and use required personal protective equipment conforming to industry and OH&S standards |
Evidence Required
The evidence guide provides advice on assessment and must be read in conjunction with the performance criteria, required knowledge and skills, the range statement and the assessment guidelines for this Training Package. | |
Critical aspects for assessment and evidence required to demonstrate competency in this unit | The evidence required to demonstrate competency in this unit must be relevant to and satisfy all of the requirements of the elements and performance criteria of this unit and include demonstration of applying: the underpinning knowledge and skills relevant legislation and workplace procedures other relevant aspects of the range statement |
Context of and specific resources for assessment | Performance is demonstrated consistently over a period of time and in a suitable range of contexts Resources for assessment include: a range of relevant exercises, case studies and/or other simulated practical and knowledge assessment, and/or access to an appropriate range of relevant operational situations in the workplace In both real and simulated environments, access is required to: relevant and appropriate materials and equipment, and applicable documentation including workplace procedures, regulations, codes of practice and operation manuals |
Method of assessment | Assessment of this unit must be undertaken by a registered training organisation As a minimum, assessment of knowledge must be conducted through appropriate written/oral tests Practical assessment must occur: through activities in an appropriately simulated environment at the registered training organisation, and/or in an appropriate range of situations in the workplace |
Range Statement
The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. | |
Work may be conducted: | in a range of work environments by day or night |
Customers may be: | internal or external |
Workplaces may comprise: | large, medium or small worksites |
Workplace environment may include movement of: | equipment goods products materials vehicular traffic |
Records may be: | paper- or electronically-based |
Storage requirements may include records in various modes such as: | paper-based computer disks and reels CD-ROM microfiche film audio |
The record retrieval service is: | conducted as part of records management activities with the operator using discretion and judgement within established procedures |
Requests may be: | written verbal computer-generated or system-generated |
Information about the record may include: | location or a unique identifier |
Hazards in the work area may include: | height and reach implications of storage facilities dust and vapours stationary and moving equipment, parts and materials noise, light, energy sources electrical equipment humidity, air temperature, radiant heat debris on floor faulty racking poorly stacked records or boxes faulty equipment |
Personal protective equipment may include: | gloves safety headwear and footwear safety glasses protective clothing high visibility clothing |
OH&S requirements include: | manual handling protective clothing elimination/control of hazards |
Communication in the work area may include: | phone fax email/internet electronic data interchange (EDI) RF systems barcode readers oral, aural or signed communications |
Depending on the type of organisation concerned and the local terminology used, workplace procedures may include: | company procedures enterprise procedures organisational procedures established or standard procedures |
Consultative processes may involve: | workplace personnel including supervisors and managers customers/clients suppliers and contractors union representatives industrial relations and OH&S specialists other professional or technical staff |
Information/documents may include: | job specifications and workplace operating procedures relevant Australian or international standards pertaining to records management storage specifications and requirements manufacturers specifications for equipment/tools supplier and/or client instructions codes of practice including the National Standards for Manual Handling and the Industry Safety Code relevant regulations including privacy and confidentiality requirements award, enterprise bargaining agreement, other industrial arrangements standards and certification requirements emergency procedures quality assurance standards for records management |
Applicable regulations and legislation may include: | relevant codes and regulations pertaining to records management relevant Australian Standards relating to records management relevant state/territory OH&S legislation relevant state/territory environmental protection legislation privacy and confidentiality legislation and regulations freedom of information regulations workplace relations regulations including equal opportunity, equal employment opportunity and affirmative action legislation workers compensation regulations |
Sectors
Not Applicable
Employability Skills
This unit contains employability skills. |
Licensing Information
Refer to Unit Descriptor