Unit of competency Outline
Date retreived
22/07/2026 5:49 AM AWST
22/07/2026 5:49 AM AWST
Whilst all efforts are made to provide accurate and timely information from the relevant source/documentation, please be aware that the information supplied may not be the most current version. The accuracy of the detail has not been confirmed by the Department and therefore should not be relied upon without first confirming the contents.
Plan management of records over time
Plan management of records over time
Unit of competency
National Code
BSBRKG608B
BSBRKG608B
State Code
D0994
D0994
TGA Status
Replaced
Replaced
DTWD Status
Replaced
Replaced
State Implementation and Classification
Approved Date
10/07/2014
Field of Education
091301 - Librarianship And Information Management
Original Release Date
10/07/2014
Nominal Hours
60
Description
This unit describes the performance outcomes, skills and knowledge required to determine the breadth and depth of a collection of records, and to develop strategic and implementation plans for the management of records over time.No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.
Notes
Elements and Performance Criteria
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, build on this, and include migration and preservation strategies
- 1.3. Determine boundaries of the collection from identified recordkeeping requirements for the jurisdiction
- 1.4. Determine records storage and use 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 in light of collection strategies, policies and disposal
- 3.6. Initiate and respond to cooperative collection projects where mutual benefits can be gained
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.
Available resources may include:
financial resources
human resources
physical resources
technological resources
Organisational behaviour may include:
access arrangements
level of recordkeeping use
organisation growth
rules and monitoring of accumulation and retrieval rates
Criteria for vital records may include:
industry standards
organisational facilities
organisational policies
organisational priorities
Appropriate authority may include:
management team
reference body appointed by management
senior manager for each business function
Internal and external documents may include:
functional analyses
legislation and regulation
organisational and recordkeeping strategic plans
recordkeeping and information management system requirements
risk analyses
Documentation relevant to the transfer of ownership or custody of records may include:
jurisdictional documentation
legislative framework
regulatory framework
Requirements for the transfer of custody, ownership and responsibility may include:
agreement on price movement
completion of documentation about the transfer
physical custody arrangements
requirements of the records prior to, and post, transfer
storage and access agreements
Changes in operating environments may include:
industry developments
legislative/regulatory developments
operating environments
Boundaries for the collection may include:
appropriate match between collection policies and changing needs
mechanisms to improve and maintain data on collection use and user demand
Mutual benefits may include:
benefits to the institution's users
incorporation of awareness of local, national and international issues, standards and protocols
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.
Available resources may include:
financial resources
human resources
physical resources
technological resources
Organisational behaviour may include:
access arrangements
level of recordkeeping use
organisation growth
rules and monitoring of accumulation and retrieval rates
Criteria for vital records may include:
industry standards
organisational facilities
organisational policies
organisational priorities
Appropriate authority may include:
management team
reference body appointed by management
senior manager for each business function
Internal and external documents may include:
functional analyses
legislation and regulation
organisational and recordkeeping strategic plans
recordkeeping and information management system requirements
risk analyses
Documentation relevant to the transfer of ownership or custody of records may include:
jurisdictional documentation
legislative framework
regulatory framework
Requirements for the transfer of custody, ownership and responsibility may include:
agreement on price movement
completion of documentation about the transfer
physical custody arrangements
requirements of the records prior to, and post, transfer
storage and access agreements
Changes in operating environments may include:
industry developments
legislative/regulatory developments
operating environments
Boundaries for the collection may include:
appropriate match between collection policies and changing needs
mechanisms to improve and maintain data on collection use and user demand
Mutual benefits may include:
benefits to the institution's users
incorporation of awareness of local, national and international issues, standards and protocols
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:
developing and documenting records management policies, procedures and strategies
documenting a recordkeeping plan
developing strategies that ensure records are preserved
knowledge of organisational functions, structure and culture.
Context of and specific resources for assessment
Assessment must ensure:
access to an actual workplace or simulated environment
access to office equipment and resources.
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 documented recordkeeping policies, procedures and plans
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 of reports on recordkeeping plans
observation of techniques used to preserve records
oral or written questioning to assess knowledge and understanding
review of authenticated documents from the workplace or training environment
review of testimony from team members, colleagues, supervisors or managers.
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 knowledge management units.
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:
developing and documenting records management policies, procedures and strategies
documenting a recordkeeping plan
developing strategies that ensure records are preserved
knowledge of organisational functions, structure and culture.
Context of and specific resources for assessment
Assessment must ensure:
access to an actual workplace or simulated environment
access to office equipment and resources.
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 documented recordkeeping policies, procedures and plans
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 of reports on recordkeeping plans
observation of techniques used to preserve records
oral or written questioning to assess knowledge and understanding
review of authenticated documents from the workplace or training environment
review of testimony from team members, colleagues, supervisors or managers.
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 knowledge management units.
Replaced By
| State Code | National Code | Title | Type |
|---|---|---|---|
| AUJ80 | BSBRKG608 | Plan management of records over time | Unit of competency |
| State Code | National Code | Title | Type |
|---|---|---|---|
| D697 | CUL50111 | Diploma of Library and Information Services | Qualification |
| D188 | BSB60807 | Advanced Diploma of Recordkeeping | Qualification |