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Evidence Guide: BSBRKG606 - Design a records retention and disposal schedule

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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BSBRKG606 - Design a records retention and disposal schedule

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

Analyse recordkeeping requirements for the function

  1. Determine recordkeeping environment and legal, business and societal context for the business function
  2. Establish and document organisation’s accountability requirements for the function
  3. Analyse existing recordkeeping specifications for the function’s records from a range of documentation sources, and consider any relevant developments and their implications
  4. Review and update risk analysis for the function as required in accordance with organisational standards, applicable Australian Standards and international standards
  5. Research and analyse usage patterns of existing records to identify internal and external users, and periods and purposes of use
  6. Canvass and document user views on their needs and accessibility of the records
  7. Update and document recordkeeping specifications for the function based on review analysis and survey of user views
Determine recordkeeping environment and legal, business and societal context for the business function

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Establish and document organisation’s accountability requirements for the function

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Analyse existing recordkeeping specifications for the function’s records from a range of documentation sources, and consider any relevant developments and their implications

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Review and update risk analysis for the function as required in accordance with organisational standards, applicable Australian Standards and international standards

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Research and analyse usage patterns of existing records to identify internal and external users, and periods and purposes of use

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Canvass and document user views on their needs and accessibility of the records

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Update and document recordkeeping specifications for the function based on review analysis and survey of user views

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Determine disposal status of records

  1. Identify and review the function’s business processes from existing functional analyses
  2. Develop a hierarchical structure based on the functions and establish relevant activities in the functional analysis
  3. Develop disposal classes according to the boundaries of the transactions and activities which make up the function’s processes
  4. Develop disposal status and retention periods for each disposal class from an analysis of documentation sources for business use, legal requirements, access classifications and review of risk analysis of the function
  5. Review disposal status and retention periods for each disposal class in relation to the internal and external use of the records, the relationship with other organisational activities, and any other requirements determined from analyses of community expectations
  6. Describe disposal actions for each disposal class in the relevant documentation
Identify and review the function’s business processes from existing functional analyses

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop a hierarchical structure based on the functions and establish relevant activities in the functional analysis

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop disposal classes according to the boundaries of the transactions and activities which make up the function’s processes

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop disposal status and retention periods for each disposal class from an analysis of documentation sources for business use, legal requirements, access classifications and review of risk analysis of the function

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Review disposal status and retention periods for each disposal class in relation to the internal and external use of the records, the relationship with other organisational activities, and any other requirements determined from analyses of community expectations

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Describe disposal actions for each disposal class in the relevant documentation

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Document disposal status and retention periods

  1. Ensure retention and disposal documentation contain details of business activities, records classes, and required disposal actions
  2. Identify and assign responsibility for implementing disposal actions for records from retention and disposal documentation
  3. Submit retention and disposal documentation for approval to appropriate individual or body
  4. Compile and retain documentation of the analysis and related information for the life of the approved retention and disposal documentation
  5. Describe disposal class and status, and appropriate disposal actions in the approved retention and disposal documentation
Ensure retention and disposal documentation contain details of business activities, records classes, and required disposal actions

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Identify and assign responsibility for implementing disposal actions for records from retention and disposal documentation

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Submit retention and disposal documentation for approval to appropriate individual or body

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Compile and retain documentation of the analysis and related information for the life of the approved retention and disposal documentation

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Describe disposal class and status, and appropriate disposal actions in the approved retention and disposal documentation

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. Analyse recordkeeping requirements for the function

1.1 Determine recordkeeping environment and legal, business and societal context for the business function

1.2 Establish and document organisation’s accountability requirements for the function

1.3 Analyse existing recordkeeping specifications for the function’s records from a range of documentation sources, and consider any relevant developments and their implications

1.4 Review and update risk analysis for the function as required in accordance with organisational standards, applicable Australian Standards and international standards

1.5 Research and analyse usage patterns of existing records to identify internal and external users, and periods and purposes of use

1.6 Canvass and document user views on their needs and accessibility of the records

1.7 Update and document recordkeeping specifications for the function based on review analysis and survey of user views

2. Determine disposal status of records

2.1 Identify and review the function’s business processes from existing functional analyses

2.2 Develop a hierarchical structure based on the functions and establish relevant activities in the functional analysis

2.3 Develop disposal classes according to the boundaries of the transactions and activities which make up the function’s processes

2.4 Develop disposal status and retention periods for each disposal class from an analysis of documentation sources for business use, legal requirements, access classifications and review of risk analysis of the function

2.5 Review disposal status and retention periods for each disposal class in relation to the internal and external use of the records, the relationship with other organisational activities, and any other requirements determined from analyses of community expectations

2.6 Describe disposal actions for each disposal class in the relevant documentation

3. Document disposal status and retention periods

3.1 Ensure retention and disposal documentation contain details of business activities, records classes, and required disposal actions

3.2 Identify and assign responsibility for implementing disposal actions for records from retention and disposal documentation

3.3 Submit retention and disposal documentation for approval to appropriate individual or body

3.4 Compile and retain documentation of the analysis and related information for the life of the approved retention and disposal documentation

3.5 Describe disposal class and status, and appropriate disposal actions in the approved retention and disposal documentation

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. Analyse recordkeeping requirements for the function

1.1 Determine recordkeeping environment and legal, business and societal context for the business function

1.2 Establish and document organisation’s accountability requirements for the function

1.3 Analyse existing recordkeeping specifications for the function’s records from a range of documentation sources, and consider any relevant developments and their implications

1.4 Review and update risk analysis for the function as required in accordance with organisational standards, applicable Australian Standards and international standards

1.5 Research and analyse usage patterns of existing records to identify internal and external users, and periods and purposes of use

1.6 Canvass and document user views on their needs and accessibility of the records

1.7 Update and document recordkeeping specifications for the function based on review analysis and survey of user views

2. Determine disposal status of records

2.1 Identify and review the function’s business processes from existing functional analyses

2.2 Develop a hierarchical structure based on the functions and establish relevant activities in the functional analysis

2.3 Develop disposal classes according to the boundaries of the transactions and activities which make up the function’s processes

2.4 Develop disposal status and retention periods for each disposal class from an analysis of documentation sources for business use, legal requirements, access classifications and review of risk analysis of the function

2.5 Review disposal status and retention periods for each disposal class in relation to the internal and external use of the records, the relationship with other organisational activities, and any other requirements determined from analyses of community expectations

2.6 Describe disposal actions for each disposal class in the relevant documentation

3. Document disposal status and retention periods

3.1 Ensure retention and disposal documentation contain details of business activities, records classes, and required disposal actions

3.2 Identify and assign responsibility for implementing disposal actions for records from retention and disposal documentation

3.3 Submit retention and disposal documentation for approval to appropriate individual or body

3.4 Compile and retain documentation of the analysis and related information for the life of the approved retention and disposal documentation

3.5 Describe disposal class and status, and appropriate disposal actions in the approved retention and disposal documentation