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Evidence Guide: BSBRKG608 - Plan management of records over time

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

 

BSBRKG608 - Plan management of records over time

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

Determine policies and strategies for management of records over time

  1. Develop strategies to manage storage and access records, in accordance with industry standards and taking into account available resources
  2. Develop strategies in the context of organisational culture, including migration and preservation strategies
  3. Determine boundaries of the collection from identified recordkeeping requirements for the jurisdiction
  4. Determine records storage and usage requirements from available documentation and observe organisational behaviour to enable monitoring against the strategic plan
  5. Identify other parties who create or use records which require storage and factor these into estimates
  6. Develop a vital records strategy that includes the criteria for vital records and the allocation of responsibility in case of a disaster
  7. Incorporate vital records strategy into the wider organisational disaster management strategy after approval by appropriate authority
Develop strategies to manage storage and access records, in accordance with industry standards and taking into account available resources

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Develop strategy and implementation plan for managing records over time

  1. Review existing internal and external documents which may impact on the transfer of custody and responsibility for records
  2. Confirm that recordkeeping jurisdictions of the organisation include boundaries of accountabilities from documentation relevant to the transfer of ownership or custody of records
  3. Specify and document requirements for the transfer of custody, ownership and responsibility
  4. Specify nature of agreements with receiving bodies or individuals, including rules for negotiation, minimum requirements of legal custody, and signatories to the agreements
  5. Clearly and logically document rules for the transfer of custody, ownership, and responsibility of records in accordance with organisational requirements
Review existing internal and external documents which may impact on the transfer of custody and responsibility for records

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Manage preservation of records over time

  1. Develop records collection strategies and policies which reflect the collecting institution’s strategies and directions, and potential changes in operating environments
  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. Determine boundaries for the collection, and negotiate commonalities or overlaps of jurisdiction and common boundaries between collecting institutions
  4. Manage selection, acquisition and disposal of collection material to make best use of staff knowledge, expertise and resources
  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
  6. Initiate and respond to cooperative collection projects where mutual benefits can be gained
Develop records collection strategies and policies which reflect the collecting institution’s strategies and directions, and potential changes in operating environments

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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

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 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

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 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