Unit of competency Outline
Date retreived
22/07/2026 9:24 AM AWST
22/07/2026 9:24 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.
Document a records system
Document a records system
Unit of competency
National Code
TLIP3015A
TLIP3015A
State Code
D5288
D5288
TGA Status
Replaced
Replaced
DTWD Status
Replaced
Replaced
State Implementation and Classification
Approved Date
18/09/2012
Field of Education
080901 - Secretarial And Clerical Studies
Original Release Date
18/09/2012
Nominal Hours
30
Description
This unit involves the skills and knowledge required to document a records system in accordance with workplace requirements. It includes identifying records creators and their accountability requirements; locating records creators in their organisational structure; identifying the activities/function documented by the records; analysing and describing the record keeping system to identify the series; describing the links between record keeping series; describing the anomalies to the normal order of the series; and documenting the records series and its relationships over time. Licensing, legislative, regulatory or certification requirements are applicable to this unit.
Notes
Elements and Performance Criteria
1Identify the records creators and their accountability requirements
- 1.1 The creating organisation is identified as a public or private entity and likely sources of information about the creator are identified and assessed as relevant
- 1.2 The record creator is identified by establishing who or what part of an organisation created the records
- 1.3 Where there is more than one creator over time, all the creators are located in their organisational and chronological context
- 1.4 The accountability requirements and functional responsibilities of the records creators are identified from available information sources
- 1.5 Sources of information used in the research are identified as authentic and copies kept in accordance with organisational record keeping practice
2Locate the records creators in their organisational structure
- 2.1 The nature of the jurisdiction governing the organisation is identified and described
- 2.2 The location and context of the records creators are described in their organisational structure and context
3Identify the activities/function documented by the records
- 3.1 The actions/activities which the records are generated by, or documented, are identified
- 3.2 The boundaries of the activities are identified from the records and checked against a functional analysis of the organisation
- 3.3 The records are matched to the functions for which the records creators are responsible
- 3.4 Date-ranges for the records are determined from the records, supplemented where necessary from external sources
- 3.5 Changes to the activities/function are documented over the time period of the records
4Analyse and describe the record keeping system in which the records are created to identify the series
- 4.1 Elements of the record keeping system(s) are identified from the records and documented
- 4.2 The records series is/are identified and documented in accordance with organisational standards and procedures
- 4.3 The history and context of the records system is documented in accordance with organisational standards and procedures
5Describe the links between record keeping series
- 5.1 Related record series which make up the records series system are identified from analysis of the available source information and the records themselves
- 5.2 Predecessor and subsequent records series are described to place the series in its chronological context
- 5.3 Anomalies to the normal order of the series are described
6Describe the anomalies to the normal order of the series
- 6.1 Anomalies which have occurred over time to the systemic order of the series are identified from analysis of the available source information and the records themselves
- 6.2 Any anomalies to the systemic order of the series are described and corrected in the way the records are maintained in accordance with organisational procedures
- 6.3 Where they are identifiable, the causes of the anomalies which have occurred over time are described
7Document the records series and its relationships over time
- 7.1 Documentation is complete, including all available information and analysis results
- 7.2 Documentation is formatted to enable easy access for following researchers and users
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
Record system documentation may include but is not limited to:
the administrative and functional context over time
the identity of the creators
the links to other related series
the record keeping system
Records may range from:
single series to multiple series in a system
complexity of records creating context (multiple changes over time)
complexity of system including anomalies and exception to system rules
multiplicity of activities
date-range and size of records series
in various formats including paper, electronic storage media, structured; free text, graphic
Hazards in the work area may include exposure to:
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
machine isolation
machine guarding
Communication in the work area may include:
phone
fax
email/internet
barcode readers
electronic data interchange (EDI)
RF systems
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 the security 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
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
Record system documentation may include but is not limited to:
the administrative and functional context over time
the identity of the creators
the links to other related series
the record keeping system
Records may range from:
single series to multiple series in a system
complexity of records creating context (multiple changes over time)
complexity of system including anomalies and exception to system rules
multiplicity of activities
date-range and size of records series
in various formats including paper, electronic storage media, structured; free text, graphic
Hazards in the work area may include exposure to:
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
machine isolation
machine guarding
Communication in the work area may include:
phone
fax
email/internet
barcode readers
electronic data interchange (EDI)
RF systems
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 the security 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
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
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
Replaced By
| State Code | National Code | Title | Type |
|---|---|---|---|
| AWL43 | TLIP3015 | Document a records system | Unit of competency |
| State Code | National Code | Title | Type |
|---|---|---|---|
| W931 | TLI32410 | Certificate III in Logistics | Qualification |
| W925 | TLI31610 | Certificate III in Warehousing Operations | Qualification |