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Evidence Guide: BSBRKG502 - Manage and monitor business or records systems

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!

From the Wiki University

 

BSBRKG502 - Manage and monitor business or records systems

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

Determine requirements or modifications

  1. Identify and document core business, supporting activities, resources, business and social context, using observation and consultation
  2. Determine security and access requirements for business or records system content from analysis of organisation’s activities
  3. Analyse organisational reporting and accountability requirements in the context of the business documentation
  4. Identify organisational functions and activities for which records must be kept, from analysis of business and context documentation
  5. Determine format content and metadata of records for each organisational function from analysis of the business and its context
Identify and document core business, supporting activities, resources, business and social context, using observation and consultation

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Determine security and access requirements for business or records system content from analysis of organisation’s activities

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Analyse organisational reporting and accountability requirements in the context of the business documentation

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify organisational functions and activities for which records must be kept, from analysis of business and context documentation

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Determine format content and metadata of records for each organisational function from analysis of the business and its context

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Devise an appropriate recordkeeping system

  1. Determine metadata needed to manage record storage, location and retrieval in a business or records system
  2. Select scale, and number of business or records systems appropriate to scale and nature of business operations
  3. Select technological requirements of business or records systems appropriate to scale and nature of business operations
  4. Select cost structure for business or records systems appropriate to scale, nature, and organisational cash flow requirements
  5. Ensure maintenance, disposal and updating requirements of business or records system conform to scale, nature, and culture of the organisation
  6. Select business or records system suited to the projected growth of the organisation
Determine metadata needed to manage record storage, location and retrieval in a business or records system

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Select scale, and number of business or records systems appropriate to scale and nature of business operations

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Select technological requirements of business or records systems appropriate to scale and nature of business operations

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Select cost structure for business or records systems appropriate to scale, nature, and organisational cash flow requirements

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Ensure maintenance, disposal and updating requirements of business or records system conform to scale, nature, and culture of the organisation

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Select business or records system suited to the projected growth of the organisation

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop an implementation plan

  1. Identify and document recordkeeping responsibilities of individual personnel or organisational units
  2. Develop measurable performance indicators for recordkeeping activities
  3. Develop procedures and guidelines for capturing and controlling records
  4. Communicate an implementation plan to users of the system and other relevant organisational staff
Identify and document recordkeeping responsibilities of individual personnel or organisational units

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop measurable performance indicators for recordkeeping activities

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop procedures and guidelines for capturing and controlling records

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Communicate an implementation plan to users of the system and other relevant organisational staff

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Monitor and review business or records system

  1. Monitor business and records system and notify staff in accordance with approved timeframes, frequency, and organisational policies and guidelines where applicable
  2. Record details of variation from business or records system’s rules, standards and procedures that exceed agreed limits
  3. Provide required reports to appropriate authority relating to use and maintenance of records
  4. Designate responsibilities to staff for record creation and capture activities in accordance with organisational policies
Monitor business and records system and notify staff in accordance with approved timeframes, frequency, and organisational policies and guidelines where applicable

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Record details of variation from business or records system’s rules, standards and procedures that exceed agreed limits

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Provide required reports to appropriate authority relating to use and maintenance of records

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Designate responsibilities to staff for record creation and capture activities in accordance with organisational policies

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify and respond to problems and changes

  1. Use monitoring reports and external events to identify any problems and changes that require a systemic response
  2. Make recommendations for revisions to systems, procedures, and strategic plans in response to identified variations, changes and problems
  3. Devise amendments to systems and implementation or other plans where required
  4. Prepare recommendations for system amendments, planning and implementation
  5. Authorise or gain authorisation, for procedures for using the business or records systems, and for any subsequent alterations and amendments to the procedures
Use monitoring reports and external events to identify any problems and changes that require a systemic response

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Make recommendations for revisions to systems, procedures, and strategic plans in response to identified variations, changes and problems

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Devise amendments to systems and implementation or other plans where required

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Prepare recommendations for system amendments, planning and implementation

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Authorise or gain authorisation, for procedures for using the business or records systems, and for any subsequent alterations and amendments to the procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Assessed

Teacher: ___________________________________ Date: _________

Signature: ________________________________________________

Comments:

 

 

 

 

 

 

 

 

Instructions to Assessors

Evidence Guide

ELEMENT

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

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

1. Determine requirements or modifications

1.1 Identify and document core business, supporting activities, resources, business and social context, using observation and consultation

1.2 Determine security and access requirements for business or records system content from analysis of organisation’s activities

1.3 Analyse organisational reporting and accountability requirements in the context of the business documentation

1.4 Identify organisational functions and activities for which records must be kept, from analysis of business and context documentation

1.5 Determine format content and metadata of records for each organisational function from analysis of the business and its context

2. Devise an appropriate recordkeeping system

2.1 Determine metadata needed to manage record storage, location and retrieval in a business or records system

2.2 Select scale, and number of business or records systems appropriate to scale and nature of business operations

2.3 Select technological requirements of business or records systems appropriate to scale and nature of business operations

2.4 Select cost structure for business or records systems appropriate to scale, nature, and organisational cash flow requirements

2.5 Ensure maintenance, disposal and updating requirements of business or records system conform to scale, nature, and culture of the organisation

2.6 Select business or records system suited to the projected growth of the organisation

3. Develop an implementation plan

3.1 Identify and document recordkeeping responsibilities of individual personnel or organisational units

3.2 Develop measurable performance indicators for recordkeeping activities

3.3 Develop procedures and guidelines for capturing and controlling records

3.4 Communicate an implementation plan to users of the system and other relevant organisational staff

4. Monitor and review business or records system

4.1 Monitor business and records system and notify staff in accordance with approved timeframes, frequency, and organisational policies and guidelines where applicable

4.2 Record details of variation from business or records system’s rules, standards and procedures that exceed agreed limits

4.3 Provide required reports to appropriate authority relating to use and maintenance of records

4.4 Designate responsibilities to staff for record creation and capture activities in accordance with organisational policies

5. Identify and respond to problems and changes

5.1 Use monitoring reports and external events to identify any problems and changes that require a systemic response

5.2 Make recommendations for revisions to systems, procedures, and strategic plans in response to identified variations, changes and problems

5.3 Devise amendments to systems and implementation or other plans where required

5.4 Prepare recommendations for system amendments, planning and implementation

5.5 Authorise or gain authorisation, for procedures for using the business or records systems, and for any subsequent alterations and amendments to the procedures

Required Skills and Knowledge

ELEMENT

PERFORMANCE CRITERIA

Elements describe the essential outcomes.

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

1. Determine requirements or modifications

1.1 Identify and document core business, supporting activities, resources, business and social context, using observation and consultation

1.2 Determine security and access requirements for business or records system content from analysis of organisation’s activities

1.3 Analyse organisational reporting and accountability requirements in the context of the business documentation

1.4 Identify organisational functions and activities for which records must be kept, from analysis of business and context documentation

1.5 Determine format content and metadata of records for each organisational function from analysis of the business and its context

2. Devise an appropriate recordkeeping system

2.1 Determine metadata needed to manage record storage, location and retrieval in a business or records system

2.2 Select scale, and number of business or records systems appropriate to scale and nature of business operations

2.3 Select technological requirements of business or records systems appropriate to scale and nature of business operations

2.4 Select cost structure for business or records systems appropriate to scale, nature, and organisational cash flow requirements

2.5 Ensure maintenance, disposal and updating requirements of business or records system conform to scale, nature, and culture of the organisation

2.6 Select business or records system suited to the projected growth of the organisation

3. Develop an implementation plan

3.1 Identify and document recordkeeping responsibilities of individual personnel or organisational units

3.2 Develop measurable performance indicators for recordkeeping activities

3.3 Develop procedures and guidelines for capturing and controlling records

3.4 Communicate an implementation plan to users of the system and other relevant organisational staff

4. Monitor and review business or records system

4.1 Monitor business and records system and notify staff in accordance with approved timeframes, frequency, and organisational policies and guidelines where applicable

4.2 Record details of variation from business or records system’s rules, standards and procedures that exceed agreed limits

4.3 Provide required reports to appropriate authority relating to use and maintenance of records

4.4 Designate responsibilities to staff for record creation and capture activities in accordance with organisational policies

5. Identify and respond to problems and changes

5.1 Use monitoring reports and external events to identify any problems and changes that require a systemic response

5.2 Make recommendations for revisions to systems, procedures, and strategic plans in response to identified variations, changes and problems

5.3 Devise amendments to systems and implementation or other plans where required

5.4 Prepare recommendations for system amendments, planning and implementation

5.5 Authorise or gain authorisation, for procedures for using the business or records systems, and for any subsequent alterations and amendments to the procedures