Unit of competency Outline

Date retreived
23/07/2026 2:21 AM AWST

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Monitor and maintain records in an online environment

Monitor and maintain records in an online environment

Unit of competency
National Code
BSBRKG404A
State Code
D0984
TGA Status
Replaced
DTWD Status
Replaced
Current Release Number
1.00
Current Release Date
10/03/2009
View on TGA
State Implementation and Classification
Approved Date
31/07/2014
Field of Education
080901 - Secretarial And Clerical Studies
Original Release Date
31/07/2014
Nominal Hours
50
Description
This unit covers the identification and assessment of records for storage and the maintenance and monitoring of electronic business records.No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.
Notes
Elements and Performance Criteria
1. Confirm requirements for recordkeeping in an online environment
  • 1.1. Identify and confirm system procedures for capturing and managing records
  • 1.2. Identify and verify organisational and risk management requirements for classifying and storing online information
  • 1.3. Identify legal, business, financial, socio-historical, and security requirements for recording online business transactions
  • 1.4. Prepare an organisational checklist in accordance with organisational requirements for use in assessing which electronic information should be captured, for how long and in what format
2. Identify and assess records for storage
  • 2.1. Categorise incoming and outgoing information in terms of key activities and responsible personnel
  • 2.2. Assess information against the organisational checklist and records identified for capture
  • 2.3. Dispose information not to be stored in accordance with organisational procedures
  • 2.4. Determine storage methods and media in accordance with retention requirements
3. Monitor and maintain business records in an online environment
  • 3.1. Classify, sentence and link records with other records in the system in accordance with system rules and organisational procedures
  • 3.2. Assign unique identifiers and register records into the recordkeeping system in accordance with system rules and organisational procedures
  • 3.3. Determine access and security status and disposal requirements of records and records in accordance with organisational procedures
  • 3.4. Store records on required media in accordance with organisational and record retention requirements
  • 3.5. Carry out migration of records from one medium to another in accordance with organisational procedures
  • 3.6. Action and record archiving or disposal of records in accordance with disposal schedule and organisational procedures
  • 3.7. Maintain records in a usable and accessible form in accordance with security conditions and legislative requirements
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.
Systems relating to online records may include:
archival control systems
business systems
cash register-based systems
characteristics relating to:
aggregations
context
entities
metadata
current business or records systems
ERDMS (Electronic Records and Document Management System)
informal
paper-based accumulation and card systems
PC-based accounting systems, employee and tax records systems
proprietary recordkeeping package
storage facilities systems
Records may include:
digital, such as:
remote drives
servers
CDs
DVDs
imaging systems
PC-based applications
mainframe
server
physical, such as:
audio-visual or multimedia
graphic
microform
paper-based (acid free or multiple copies
a variety of sources, such as:
already in the custody of the organisation
in the process of being transferred between organisations
different stages of use, e.g.:
active
archival
Risk management requirements may include:
backup and recovery procedures
policy and procedures for checking the accuracy and currency of data
remote storage for backup data
secondary storage requirements
Organisational requirements may include:
business
financial
legal
security
socio-historical
Storage may include:
migration of records from one medium to another eg tape to compact disc
off-line
off-site
online
on-site
outsourced
Storage media may include:
audiotape
audiovisual
compact disc
computer tape
diskette
film
hard drive
imaging systems
mainframe
microform
multimedia
paper based
server
video
Retention requirements may include:
long term storage media for information / records
most cost-effective storage media for ephemeral or short term records
remote storage of backup data in case of fire or other incidents
Access and security status may include:
confidential
high security (restricted)
open
Migration of records may include:
from about-to-be superseded media eg 5¼" disks
from tapes, which may deteriorate over time
Disposal of records may include:
destruction of paper based records eg shredding
permanent deletion from electronic media
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:
monitoring usage of online business or records system
monitoring application of system procedures
managing records as they are created, updated, migrated and disposed of.
Context of and specific resources for assessment
Assessment must ensure:
examples of real or simulated records, recordkeeping system and policies.
workplace reference materials such procedural manuals and company policies.
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:
analysis of responses to case studies and scenarios
demonstration of techniques in a workplace or simulated environment
direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate
review of authenticated documents from the workplace or training environment
tests of knowledge on general principles and processes of recordkeeping systems.
Guidance information for assessment
Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:
general administration units
other knowledge management units.
Replaces
State Code National Code Title Type
C3735 BSBEBUS406A Monitor and maintain records in an online environment Unit of competency
Replaced By
State Code National Code Title Type
AUH73 BSBRKG404 Monitor and maintain records in an online environment Unit of competency