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Evidence Guide: BSBRKG305A - Review recordkeeping functions

Student: __________________________________________________

Signature: _________________________________________________

Tips for gathering evidence to demonstrate your skills

The important thing to remember when gathering evidence is that the more evidence the better - that is, the more evidence you gather to demonstrate your skills, the more confident an assessor can be that you have learned the skills not just at one point in time, but are continuing to apply and develop those skills (as opposed to just learning for the test!). Furthermore, one piece of evidence that you collect will not usualy demonstrate all the required criteria for a unit of competency, whereas multiple overlapping pieces of evidence will usually do the trick!

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BSBRKG305A - Review recordkeeping functions

What evidence can you provide to prove your understanding of each of the following citeria?

Research records and recordkeeping systems

  1. Identify purpose of records and recordkeeping systems
  2. Define characteristics of records
  3. Select appropriate recordkeeping system characteristics
  4. Research theories and principles of recordkeeping
Identify purpose of records and recordkeeping systems

Completed
Date:

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Define characteristics of records

Completed
Date:

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Select appropriate recordkeeping system characteristics

Completed
Date:

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Research theories and principles of recordkeeping

Completed
Date:

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Review recordkeeping context

  1. Define environmental context of records and recordkeeping systems
  2. Research factors which may influence present or future needs of records or recordkeeping systems
  3. Identify needs of stakeholders, agents and users of records
  4. Research theories and principles relating to recordkeeping environment or context
Define environmental context of records and recordkeeping systems

Completed
Date:

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Research factors which may influence present or future needs of records or recordkeeping systems

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify needs of stakeholders, agents and users of records

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Research theories and principles relating to recordkeeping environment or context

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Document recordkeeping processes and practices

  1. Collate, analyse and document recordkeeping processes and practices
  2. Write report on outcomes of research
  3. Develop recommendations for future activity
Collate, analyse and document recordkeeping processes and practices

Completed
Date:

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Write report on outcomes of research

Completed
Date:

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Develop recommendations for future activity

Completed
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Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment

Critical aspects for assessment and evidence required to demonstrate competency in this unit

Evidence of the following is essential:

a report which documents the details of recordkeeping functions and processes within a recordkeeping system, and which demonstrates understanding of the requirements of good recordkeeping practices

knowledge of relevant legislation, regulations and standards.

Context of and specific resources for assessment

Assessment must ensure:

access to examples of records, recordkeeping systems and policies.

Method of assessment

A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:

assessment of written reports

direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate

observation of presentations

oral or written questioning to assess knowledge and understanding

Guidance information for assessment

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

administration units

other recordkeeping units.

Required Skills and Knowledge

Required skills

literacy skills to review records and recordkeeping frameworks

problem-solving and analysis skills to interpret records management principles and practices.

Required knowledge

key provisions of relevant legislation from all forms of government, regulations, standards and documentation that may affect aspects of business operations, such as:

AS 5044.1:2002 AGLS Metadata element set

AS 5090:2003 Work process analysis for recordkeeping

AS ISO 15489:2004 Records management

AS ISO 23081.1:2006 Information and documentation - Records management processes - Metadata for records - Principles

Australian Stock Exchange(ASX) Principles of Good Corporate Governance

ethical principles

codes of practice

privacy and freedom of information

archives and records legislation

occupational health and safety

organisational business functions, structure and culture.

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. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Purpose of records and recordkeeping systems may include:

providing evidence of and information about, social and business activities

relation to context in which records are created

individual, organisation and social accountability, and memory

Records may include:

different stages of use:

active

archival

digital:

remote drives

servers

CDs

DVDs

imaging systems

PC-based applications

mainframe

physical:

audio-visual or multimedia

graphic

microform

paper-based (acid free or multiple copies

variety of sources:

already in the custody of the organisation

in the process of being transferred between organisations

Characteristics of records may include:

authenticity

documentation of social or business activity outcome

integrity

reliability

useability

Purpose of recordkeeping systems may include:

capturing, managing and preserving records and information

compliance

enabling access of records to meet requirements as specified by businesses or communities

Recordkeeping systems characteristics may include:

aggregations

context

entities

metadata

Theories and principles of recordkeeping may include:

accessibility of records

administrative change

advocacy and education of value of records for memory

appraisal theories

arrangement and description

classification schemes

custody principles

ethics and codes of practice

life cycle theory

mandate and ownership of business process

original order

provenance

record continuum theory

risk principles

systems of control

Environmental context may include:

business environments

community expectations

governance frameworks

legislative and regulatory mandates

relevant recordkeeping principles and standards

Factors which may influence present or future needs may include:

advances in recordkeeping best practice

changing expectations and/or needs of individuals, organisations, communities or society

technological change

value of records over time

Needs of stakeholders, agents and users of records may include:

culture and language of individuals, organisations or communities

educational requirements

levels of expertise and knowledge

perspective of stakeholders

Theories and principles relating to recordkeeping environment or context may include:

administrative change

information management frameworks

legal mandates and ownership of business process

principles of risk management

provenance

Documentation relating to recordkeeping processes and practices may include:

business and systems analysis

capturing records

care and handling

classification

context

custody

disposal

functional requirements

metadata

preservation

reference and access

storage