Unit of competency Outline
Date retreived
23/07/2026 6:59 AM AWST
23/07/2026 6:59 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.
Develop terminology for activities and records
Develop terminology for activities and records
Unit of competency
National Code
BSBRKG504A
BSBRKG504A
State Code
C3798
C3798
TGA Status
Deleted
Deleted
DTWD Status
Deleted
Deleted
State Implementation and Classification
Approved Date
17/05/2002
Field of Education
091301 - Librarianship And Information Management
Original Release Date
17/05/2002
Nominal Hours
40
Description
This unit describes the work involved in developing new, or modified, vocabulary controls and the establishment of localised rules for titling. It is generally the case that where no formal vocabulary controls exist in an organisation, there is at least a form of controlled titling. This unit describes the formalisation of such informal schemes. Vocabulary control, or controlled language, is commonly called a "thesaurus" in some sectors of the industry.Where a new system of controls is put in place, or amendments to current controls are introduced, many organisations may choose to implement training or development programs to assist users with implementation.Linkages outside these National Competency StandardsISO DIS 15489 - Draft International Standard on Records ManagementLinksThe work described in this unit is linked to the work described in the following unit(s):Previous Business Qualification(s)BSBRKG402A Provide information from and about recordsThe Same Business QualificationBSBRKG503A Develop and maintain a classification schemeSubsequent Business Qualification(s)BSBRKG603A Prepare a functional analysis for an organisation This unit describes the work involved in developing new, or modified, vocabulary controls and the establishment of localised rules for titling. It is generally the case that where no formal vocabulary controls exist in an organisation, there is at least a form of controlled titling. This unit describes the formalisation of such informal schemes. Vocabulary control, or controlled language, is commonly called a "thesaurus" in some sectors of the industry.Where a new system of controls is put in place, or amendments to current controls are introduced, many organisations may choose to implement training or development programs to assist users with implementation.Linkages outside these National Competency StandardsISO DIS 15489 - Draft International Standard on Records ManagementLinksThe work described in this unit is linked to the work described in the following unit(s):Previous Business Qualification(s)BSBRKG402A Provide information from and about recordsThe Same Business QualificationBSBRKG503A Develop and maintain a classification schemeSubsequent Business Qualification(s)BSBRKG603A Prepare a functional analysis for an organisation
Notes
Elements and Performance Criteria
1 Research and prepare a preliminary list of terms to be adopted for use in business or records system(s)
- 1.1 The work done by people within the organisation is examined for terminology that might accurately reflect the organisation's business functions and activities and a list is compiled
- 1.2 Existing systems and vocabulary controls are assessed for currency and coverage
- 1.3 Other relevant materials and documents are reviewed and analysed for impacts on the vocabulary controls
- 1.4 Capacity of the existing system(s) to handle new vocabulary controls and file titling structures is examined for impact on vocabulary controls and rules for titling.
- 1.5 A representative sample of records is assessed for evidence of the implementation of the vocabulary controls
2 Consult with records users
- 2.1 Methodology for the consultation is prepared
- 2.2 Consultation with users is undertaken to identify and document issues, problems and inconsistencies with existing language; additions and amendments to existing vocabulary controls are identified and documented ready for analysis
- 2.3 Feedback from the user community is encouraged throughout the process
3 Prepare and review draft vocabulary controls and rules for titling and application of metadata
- 3.1 Draft vocabulary controls and titling rules are prepared from consultation and research, ready for review
- 3.2 Draft vocabulary controls reflect the organisation's business culture, operational realities and business language
- 3.3 Comment on the draft is sought from the user community
- 3.4 Negotiation is undertaken with competing interests within the organisation to ensure common understanding, consistency of use and acceptance of work use and definitions
- 3.5 Finalised vocabulary controls and titling rules are tested and results are evaluated for effectiveness
- 3.6 Where the existing system requires modification, this is noted and specific recommendations prepared
- 3.7 Final version of the vocabulary controls and accompanying report are prepared in accordance with organisational practice and Australian and international standards
- 3.8 Formal endorsement is sought from the appropriate individual/body through the submission of the revised, amended and completed vocabulary controls
The Range Statement provides advice to interpret the scope and context of this unit of competence, allowing for differences between enterprises and workplaces. It relates to the unit as a whole and facilitates holistic assessment. The following variables may be present for this particular unit:
Legislation, codes and national standards relevant to the workplace which may include:
award and enterprise agreements and relevant industrial instruments
relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination
relevant industry codes of practice
Sources researched for background and contributing material may be from within or without the organisation and may include:
organisational charts
strategic and business plans
service directories
vocabulary control tools from other organisations
procedure manuals
policies
Local impacts on consultation methodology may include:
size of organisation
time available
number and location of sites
resources available
Consultation methodology may include:
focus groups
user-driven
survey
interviews
targeting and involvement of key individuals and groups
Final report may include:
provision for review
inclusion in organisational policy
scope of compliance
implications for implementation
Appropriate individual/body for review may include:
nominated senior management representative
business owner
senior management team
business manager
users
The Range Statement provides advice to interpret the scope and context of this unit of competence, allowing for differences between enterprises and workplaces. It relates to the unit as a whole and facilitates holistic assessment. The following variables may be present for this particular unit:
Legislation, codes and national standards relevant to the workplace which may include:
award and enterprise agreements and relevant industrial instruments
relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination
relevant industry codes of practice
Sources researched for background and contributing material may be from within or without the organisation and may include:
organisational charts
strategic and business plans
service directories
vocabulary control tools from other organisations
procedure manuals
policies
Local impacts on consultation methodology may include:
size of organisation
time available
number and location of sites
resources available
Consultation methodology may include:
focus groups
user-driven
survey
interviews
targeting and involvement of key individuals and groups
Final report may include:
provision for review
inclusion in organisational policy
scope of compliance
implications for implementation
Appropriate individual/body for review may include:
nominated senior management representative
business owner
senior management team
business manager
users
Legislation, codes and national standards relevant to the workplace which may include:
award and enterprise agreements and relevant industrial instruments
relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination
relevant industry codes of practice
Sources researched for background and contributing material may be from within or without the organisation and may include:
organisational charts
strategic and business plans
service directories
vocabulary control tools from other organisations
procedure manuals
policies
Local impacts on consultation methodology may include:
size of organisation
time available
number and location of sites
resources available
Consultation methodology may include:
focus groups
user-driven
survey
interviews
targeting and involvement of key individuals and groups
Final report may include:
provision for review
inclusion in organisational policy
scope of compliance
implications for implementation
Appropriate individual/body for review may include:
nominated senior management representative
business owner
senior management team
business manager
users
The Range Statement provides advice to interpret the scope and context of this unit of competence, allowing for differences between enterprises and workplaces. It relates to the unit as a whole and facilitates holistic assessment. The following variables may be present for this particular unit:
Legislation, codes and national standards relevant to the workplace which may include:
award and enterprise agreements and relevant industrial instruments
relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination
relevant industry codes of practice
Sources researched for background and contributing material may be from within or without the organisation and may include:
organisational charts
strategic and business plans
service directories
vocabulary control tools from other organisations
procedure manuals
policies
Local impacts on consultation methodology may include:
size of organisation
time available
number and location of sites
resources available
Consultation methodology may include:
focus groups
user-driven
survey
interviews
targeting and involvement of key individuals and groups
Final report may include:
provision for review
inclusion in organisational policy
scope of compliance
implications for implementation
Appropriate individual/body for review may include:
nominated senior management representative
business owner
senior management team
business manager
users
The Evidence Guide identifies the critical aspects, knowledge and skills to be demonstrated to confirm competence for this unit. This is an integral part of the assessment of competence and should be read in conjunction with the Range Statement.
Critical Aspects of Evidence
Ability to analyse and classify usage of descriptive terms to a high level of detail and consistency should be demonstrated
A thorough knowledge of the organisation's functions and local terminology should be demonstrated
High level communication skills and linguistic competence should be demonstrated
Underpinning Knowledge*
* At this level the learner must demonstrate understanding of a broad knowledge base incorporating theoretical concepts, with substantial depth in some areas.
Relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination
Organisation's functions, structure and culture
Organisation's policies and processes
Industry codes of best practice and standards in recordkeeping including functional requirements for recordkeeping
Construction and use of language generally and in the organisation
Development and use of language controls
Organisational and other business or records systems
Workflow principles and practices
Underpinning Skills
Analysing process functions and problems
Communicating complex relationships and processes effectively to users and management
Documenting complex relationships and processes
Consulting with practitioners, staff members, customers, and others to elicit relevant information for analysis
Analysing and interpreting organisation policies and procedures
Analysing and synthesising documentation, verbally delivered information, and observed behaviours
Using judgement and discretion with sensitive information
Negotiating to achieve suitable results for the organisation's recordkeeping practices
Researching and analysing organisation requirements for recordkeeping
Auditing and monitoring use of the business or records system
Preparing and writing correspondence for both internal and external customers
Documenting conversation details (taking minutes) and observed practices
Identifying and viewing component parts as integral elements of the whole system
Using tools and techniques to solve problems
Ability to relate to people from a range of social, cultural and ethnic backgrounds and physical and mental abilities
Resource Implications
The learner and trainer should have access to appropriate documentation and resources normally used in the workplace
Consistency of Performance
In order to achieve consistency of performance, evidence should be collected over a set period of time which is sufficient to include dealings with an appropriate range and variety of situations
Context/s of Assessment
Competency is demonstrated by performance of all stated criteria, including paying particular attention to the critical aspects and the knowledge and skills elaborated in the Evidence Guide, and within the scope as defined by the Range Statement
Assessment must take account of the endorsed assessment guidelines in the Business Services Training Package
Assessment of performance requirements in this unit should be undertaken in an actual workplace or simulated environment
Assessment should reinforce the integration of the key competencies and the business services common competencies for the particular AQF level. Refer to the Key Competency Levels at the end of this unit
Key Competency Levels
Collecting, analysing and organising information (Level 3) - in examining the language and terminology that are used within the organisation
Communicating ideas and information (Level 3) - with the user community in developing terminology for use within the organisation
Planning and organising activities (Level 3) - to consult with the users of the organisation's records management system
Working with teams and others (Level 3) - in consulting with the users of the organisation's records management system
Using mathematical ideas and techniques (Level 1) - to analyse the language and terminology, and to build a logical system of rules for the language and terminology
Solving problems (Level 3) - presented by competing interests within the organisation
Using technology (Level 3) - to collect and manipulate data
Please refer to the Assessment Guidelines for advice on how to use the Key Competencies
The Evidence Guide identifies the critical aspects, knowledge and skills to be demonstrated to confirm competence for this unit. This is an integral part of the assessment of competence and should be read in conjunction with the Range Statement.
Critical Aspects of Evidence
Ability to analyse and classify usage of descriptive terms to a high level of detail and consistency should be demonstrated
A thorough knowledge of the organisation's functions and local terminology should be demonstrated
High level communication skills and linguistic competence should be demonstrated
Underpinning Knowledge*
* At this level the learner must demonstrate understanding of a broad knowledge base incorporating theoretical concepts, with substantial depth in some areas.
Relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination
Organisation's functions, structure and culture
Organisation's policies and processes
Industry codes of best practice and standards in recordkeeping including functional requirements for recordkeeping
Construction and use of language generally and in the organisation
Development and use of language controls
Organisational and other business or records systems
Workflow principles and practices
Underpinning Skills
Analysing process functions and problems
Communicating complex relationships and processes effectively to users and management
Documenting complex relationships and processes
Consulting with practitioners, staff members, customers, and others to elicit relevant information for analysis
Analysing and interpreting organisation policies and procedures
Analysing and synthesising documentation, verbally delivered information, and observed behaviours
Using judgement and discretion with sensitive information
Negotiating to achieve suitable results for the organisation's recordkeeping practices
Researching and analysing organisation requirements for recordkeeping
Auditing and monitoring use of the business or records system
Preparing and writing correspondence for both internal and external customers
Documenting conversation details (taking minutes) and observed practices
Identifying and viewing component parts as integral elements of the whole system
Using tools and techniques to solve problems
Ability to relate to people from a range of social, cultural and ethnic backgrounds and physical and mental abilities
Resource Implications
The learner and trainer should have access to appropriate documentation and resources normally used in the workplace
Consistency of Performance
In order to achieve consistency of performance, evidence should be collected over a set period of time which is sufficient to include dealings with an appropriate range and variety of situations
Context/s of Assessment
Competency is demonstrated by performance of all stated criteria, including paying particular attention to the critical aspects and the knowledge and skills elaborated in the Evidence Guide, and within the scope as defined by the Range Statement
Assessment must take account of the endorsed assessment guidelines in the Business Services Training Package
Assessment of performance requirements in this unit should be undertaken in an actual workplace or simulated environment
Assessment should reinforce the integration of the key competencies and the business services common competencies for the particular AQF level. Refer to the Key Competency Levels at the end of this unit
Key Competency Levels
Collecting, analysing and organising information (Level 3) - in examining the language and terminology that are used within the organisation
Communicating ideas and information (Level 3) - with the user community in developing terminology for use within the organisation
Planning and organising activities (Level 3) - to consult with the users of the organisation's records management system
Working with teams and others (Level 3) - in consulting with the users of the organisation's records management system
Using mathematical ideas and techniques (Level 1) - to analyse the language and terminology, and to build a logical system of rules for the language and terminology
Solving problems (Level 3) - presented by competing interests within the organisation
Using technology (Level 3) - to collect and manipulate data
Please refer to the Assessment Guidelines for advice on how to use the Key Competencies
Critical Aspects of Evidence
Ability to analyse and classify usage of descriptive terms to a high level of detail and consistency should be demonstrated
A thorough knowledge of the organisation's functions and local terminology should be demonstrated
High level communication skills and linguistic competence should be demonstrated
Underpinning Knowledge*
* At this level the learner must demonstrate understanding of a broad knowledge base incorporating theoretical concepts, with substantial depth in some areas.
Relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination
Organisation's functions, structure and culture
Organisation's policies and processes
Industry codes of best practice and standards in recordkeeping including functional requirements for recordkeeping
Construction and use of language generally and in the organisation
Development and use of language controls
Organisational and other business or records systems
Workflow principles and practices
Underpinning Skills
Analysing process functions and problems
Communicating complex relationships and processes effectively to users and management
Documenting complex relationships and processes
Consulting with practitioners, staff members, customers, and others to elicit relevant information for analysis
Analysing and interpreting organisation policies and procedures
Analysing and synthesising documentation, verbally delivered information, and observed behaviours
Using judgement and discretion with sensitive information
Negotiating to achieve suitable results for the organisation's recordkeeping practices
Researching and analysing organisation requirements for recordkeeping
Auditing and monitoring use of the business or records system
Preparing and writing correspondence for both internal and external customers
Documenting conversation details (taking minutes) and observed practices
Identifying and viewing component parts as integral elements of the whole system
Using tools and techniques to solve problems
Ability to relate to people from a range of social, cultural and ethnic backgrounds and physical and mental abilities
Resource Implications
The learner and trainer should have access to appropriate documentation and resources normally used in the workplace
Consistency of Performance
In order to achieve consistency of performance, evidence should be collected over a set period of time which is sufficient to include dealings with an appropriate range and variety of situations
Context/s of Assessment
Competency is demonstrated by performance of all stated criteria, including paying particular attention to the critical aspects and the knowledge and skills elaborated in the Evidence Guide, and within the scope as defined by the Range Statement
Assessment must take account of the endorsed assessment guidelines in the Business Services Training Package
Assessment of performance requirements in this unit should be undertaken in an actual workplace or simulated environment
Assessment should reinforce the integration of the key competencies and the business services common competencies for the particular AQF level. Refer to the Key Competency Levels at the end of this unit
Key Competency Levels
Collecting, analysing and organising information (Level 3) - in examining the language and terminology that are used within the organisation
Communicating ideas and information (Level 3) - with the user community in developing terminology for use within the organisation
Planning and organising activities (Level 3) - to consult with the users of the organisation's records management system
Working with teams and others (Level 3) - in consulting with the users of the organisation's records management system
Using mathematical ideas and techniques (Level 1) - to analyse the language and terminology, and to build a logical system of rules for the language and terminology
Solving problems (Level 3) - presented by competing interests within the organisation
Using technology (Level 3) - to collect and manipulate data
Please refer to the Assessment Guidelines for advice on how to use the Key Competencies
The Evidence Guide identifies the critical aspects, knowledge and skills to be demonstrated to confirm competence for this unit. This is an integral part of the assessment of competence and should be read in conjunction with the Range Statement.
Critical Aspects of Evidence
Ability to analyse and classify usage of descriptive terms to a high level of detail and consistency should be demonstrated
A thorough knowledge of the organisation's functions and local terminology should be demonstrated
High level communication skills and linguistic competence should be demonstrated
Underpinning Knowledge*
* At this level the learner must demonstrate understanding of a broad knowledge base incorporating theoretical concepts, with substantial depth in some areas.
Relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues, equal opportunity, industrial relations and anti-discrimination
Organisation's functions, structure and culture
Organisation's policies and processes
Industry codes of best practice and standards in recordkeeping including functional requirements for recordkeeping
Construction and use of language generally and in the organisation
Development and use of language controls
Organisational and other business or records systems
Workflow principles and practices
Underpinning Skills
Analysing process functions and problems
Communicating complex relationships and processes effectively to users and management
Documenting complex relationships and processes
Consulting with practitioners, staff members, customers, and others to elicit relevant information for analysis
Analysing and interpreting organisation policies and procedures
Analysing and synthesising documentation, verbally delivered information, and observed behaviours
Using judgement and discretion with sensitive information
Negotiating to achieve suitable results for the organisation's recordkeeping practices
Researching and analysing organisation requirements for recordkeeping
Auditing and monitoring use of the business or records system
Preparing and writing correspondence for both internal and external customers
Documenting conversation details (taking minutes) and observed practices
Identifying and viewing component parts as integral elements of the whole system
Using tools and techniques to solve problems
Ability to relate to people from a range of social, cultural and ethnic backgrounds and physical and mental abilities
Resource Implications
The learner and trainer should have access to appropriate documentation and resources normally used in the workplace
Consistency of Performance
In order to achieve consistency of performance, evidence should be collected over a set period of time which is sufficient to include dealings with an appropriate range and variety of situations
Context/s of Assessment
Competency is demonstrated by performance of all stated criteria, including paying particular attention to the critical aspects and the knowledge and skills elaborated in the Evidence Guide, and within the scope as defined by the Range Statement
Assessment must take account of the endorsed assessment guidelines in the Business Services Training Package
Assessment of performance requirements in this unit should be undertaken in an actual workplace or simulated environment
Assessment should reinforce the integration of the key competencies and the business services common competencies for the particular AQF level. Refer to the Key Competency Levels at the end of this unit
Key Competency Levels
Collecting, analysing and organising information (Level 3) - in examining the language and terminology that are used within the organisation
Communicating ideas and information (Level 3) - with the user community in developing terminology for use within the organisation
Planning and organising activities (Level 3) - to consult with the users of the organisation's records management system
Working with teams and others (Level 3) - in consulting with the users of the organisation's records management system
Using mathematical ideas and techniques (Level 1) - to analyse the language and terminology, and to build a logical system of rules for the language and terminology
Solving problems (Level 3) - presented by competing interests within the organisation
Using technology (Level 3) - to collect and manipulate data
Please refer to the Assessment Guidelines for advice on how to use the Key Competencies
Replaced By
| State Code | National Code | Title | Type |
|---|---|---|---|
| D0987 | BSBRKG506A | Develop and maintain terminology and classification schemes | Unit of competency |
| State Code | National Code | Title | Type |
|---|---|---|---|
| C332 | BSB50301 | Diploma of Business (Recordkeeping) | Qualification |