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Evidence Guide: TLIP3019A - Provide records retrieval service

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

 

TLIP3019A - Provide records retrieval service

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

Locate/retrieve records required

  1. Search criteria are refined in consultation with user making request, and key words (or other indexing terms) are identified to retrieve records
  2. Sources are searched to retrieve records according to agreed criteria
  3. Records are retrieved or located to match request
Search criteria are refined in consultation with user making request, and key words (or other indexing terms) are identified to retrieve records

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Sources are searched to retrieve records according to agreed criteria

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Records are retrieved or located to match request

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Ensure security of records

  1. Person requesting the record is identified and access category confirmed in accordance with organisational procedures
  2. Access and security clearance documents are checked for match with category of identified person requesting the record
  3. Where access is denied, the user is informed of the denial in accordance with organisational procedures
Person requesting the record is identified and access category confirmed in accordance with organisational procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Access and security clearance documents are checked for match with category of identified person requesting the record

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Where access is denied, the user is informed of the denial in accordance with organisational procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Deliver the record or record information

  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
  2. Where information about the record is to be provided, it is given to the user
  3. Where required by the record keeping system, records of the transaction are documented in accordance with record keeping system operation and organisational procedures
  4. Where records are provided to the user, the new locations are recorded in accordance with the system rules and organisational procedures
  5. Record, or record information is delivered to the authorised person within the specified timeframes
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

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Where information about the record is to be provided, it is given to the user

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Where required by the record keeping system, records of the transaction are documented in accordance with record keeping system operation and organisational procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Where records are provided to the user, the new locations are recorded in accordance with the system rules and organisational procedures

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

Record, or record information is delivered to the authorised person within the specified timeframes

Completed
Date:

Teacher:		 Evidence:

 

 

 

 

 

 

 

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 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

Required Skills and Knowledge

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

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