Unit of competency Outline
Date retreived
23/07/2026 4:39 AM AWST
23/07/2026 4:39 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.
Retrieve information from records
Retrieve information from records
Unit of competency
National Code
BSBRKG303A
BSBRKG303A
State Code
C3790
C3790
TGA Status
Deleted
Deleted
DTWD Status
Deleted
Deleted
State Implementation and Classification
Approved Date
16/03/2010
Field of Education
080901 - Secretarial And Clerical Studies
Original Release Date
16/03/2010
Nominal Hours
30
Description
This unit describes the work required to receive a request and deliver the record or information about the record.The procedures followed are generally well established.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)NilThe Same Business QualificationBSBRKG304A Maintain business recordsThe following units represent a progression of the skills described in this unit:BSBRKG301A Control recordsBSBRKG402A Provide information from and about recordsSubsequent Business Qualification(s)BSBRKG403A Set up a business or records system for a small officeBSBRKG604A Determine security and access rules and proceduresThis unit describes the work required to receive a request and deliver the record or information about the record.The procedures followed are generally well established.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)NilThe Same Business QualificationBSBRKG304A Maintain business recordsThe following units represent a progression of the skills described in this unit:BSBRKG301A Control recordsBSBRKG402A Provide information from and about recordsSubsequent Business Qualification(s)BSBRKG403A Set up a business or records system for a small officeBSBRKG604A Determine security and access rules and procedures
Notes
Elements and Performance Criteria
1 Locate/retrieve records required
- 1.1 Search criteria are refined in consultation with user making request and keywords (or other control information) are identified to retrieve records
- 1.2 A systematic approach is taken to details that are difficult to determine
- 1.3 Sources are searched to retrieve records according to agreed criteria
- 1.4 Records are retrieved or located to match request
2 Ensure security of records
- 2.1 Person requesting the record is identified and access category confirmed in accordance with organisational procedures
- 2.2 Security and access clearance documents are checked for match with category of identified person requesting the record
- 2.3 Where access is denied, the user is informed of the denial in accordance with organisational procedures
3 Prepare reports from the business or records system
- 3.1 Where paper-based record is to be provided, it is retrieved from the storage location in accordance with business or records system procedures, organisational, and occupational health and safety procedures. Where electronic record is to be provided, a copy of the electronic record is delivered to the person making the request using available technology.
- 3.2 Where information about the record is to be provided, it is given to the user, either verbally or by electronic means.
- 3.3 Client is kept informed of relevant matters, problems are explained clearly and alternatives are suggested, in a timely way
- 3.4 Where required by the business or records system procedures, records of the retrieval and use transaction are updated in accordance with organisational procedures
- 3.5 Where paper-based records are provided to the user, the new locations are recorded in accordance with the system rules and organisational procedures
- 3.6 Record, or record information is delivered within the specified timeframes
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
Organisational procedures and recordkeeping system requirements may fall within the operation of:
copyright act and amendments
licensing agreements
archives act
freedom of information legislation
equal opportunity legislation
privacy protection legislation
Organisational procedures and policies may include:
security procedures
despatching and collecting procedures
enterprise formats
procedures for updating records
Request may be:
computer-generated
system-generated
e-mail
fax
internet request
written
verbal
Record control information may include:
unique identifier
description
format
immediate location
details of the record creator
access and security status
disposal status
Electronic access may include:
e-mail
internet access
diskette
tape
CD Rom
Request may specify:
timeframe
format
cost details
specific content required
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
Organisational procedures and recordkeeping system requirements may fall within the operation of:
copyright act and amendments
licensing agreements
archives act
freedom of information legislation
equal opportunity legislation
privacy protection legislation
Organisational procedures and policies may include:
security procedures
despatching and collecting procedures
enterprise formats
procedures for updating records
Request may be:
computer-generated
system-generated
e-mail
fax
internet request
written
verbal
Record control information may include:
unique identifier
description
format
immediate location
details of the record creator
access and security status
disposal status
Electronic access may include:
e-mail
internet access
diskette
tape
CD Rom
Request may specify:
timeframe
format
cost details
specific content required
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
Organisational procedures and recordkeeping system requirements may fall within the operation of:
copyright act and amendments
licensing agreements
archives act
freedom of information legislation
equal opportunity legislation
privacy protection legislation
Organisational procedures and policies may include:
security procedures
despatching and collecting procedures
enterprise formats
procedures for updating records
Request may be:
computer-generated
system-generated
fax
internet request
written
verbal
Record control information may include:
unique identifier
description
format
immediate location
details of the record creator
access and security status
disposal status
Electronic access may include:
internet access
diskette
tape
CD Rom
Request may specify:
timeframe
format
cost details
specific content required
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
Organisational procedures and recordkeeping system requirements may fall within the operation of:
copyright act and amendments
licensing agreements
archives act
freedom of information legislation
equal opportunity legislation
privacy protection legislation
Organisational procedures and policies may include:
security procedures
despatching and collecting procedures
enterprise formats
procedures for updating records
Request may be:
computer-generated
system-generated
fax
internet request
written
verbal
Record control information may include:
unique identifier
description
format
immediate location
details of the record creator
access and security status
disposal status
Electronic access may include:
internet access
diskette
tape
CD Rom
Request may specify:
timeframe
format
cost details
specific content required
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
Demonstrate ability to:
maintain accuracy in recording information
maintain positive relationship with user through out the transaction
Underpinning Knowledge*
* At this level the learner must demonstrate some relevant theoretical knowledge.
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
Recordkeeping principles and processes including functional requirements for recordkeeping
Understanding of the organisation's business and structure
Organisation's recordkeeping system and security procedures
Organisation's access and security procedures
Use of finding aids
Principles of interpersonal communication
Methods to identify search criteria
Underpinning Skills
Accuracy
Providing an efficient response to information requests
Operating appropriate equipment for records movement
Technology skills including the ability to select and use technology appropriate to a task
Communication skills to interpret requests and provide information
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 1) - To identify the requirements of the request
Communicating ideas and information (Level 2) - To question and clarify request with user
Planning and organising activities (Level 1) - To work systematically in locating records
Working with teams and others (Level 1) - To interact with user
Using mathematical ideas and techniques (Level 1) - To work within, and maintain a systematic approach
Solving problems (Level 1) - To locate required record or information when it is not readily available
Using technology (Level 1) - To locate record and to record change to record location
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
Demonstrate ability to:
maintain accuracy in recording information
maintain positive relationship with user through out the transaction
Underpinning Knowledge*
* At this level the learner must demonstrate some relevant theoretical knowledge.
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
Recordkeeping principles and processes including functional requirements for recordkeeping
Understanding of the organisation's business and structure
Organisation's recordkeeping system and security procedures
Organisation's access and security procedures
Use of finding aids
Principles of interpersonal communication
Methods to identify search criteria
Underpinning Skills
Accuracy
Providing an efficient response to information requests
Operating appropriate equipment for records movement
Technology skills including the ability to select and use technology appropriate to a task
Communication skills to interpret requests and provide information
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 1) - To identify the requirements of the request
Communicating ideas and information (Level 2) - To question and clarify request with user
Planning and organising activities (Level 1) - To work systematically in locating records
Working with teams and others (Level 1) - To interact with user
Using mathematical ideas and techniques (Level 1) - To work within, and maintain a systematic approach
Solving problems (Level 1) - To locate required record or information when it is not readily available
Using technology (Level 1) - To locate record and to record change to record location
Please refer to the Assessment Guidelines for advice on how to use the Key Competencies
Critical Aspects of Evidence
Demonstrate ability to:
maintain accuracy in recording information
maintain positive relationship with user through out the transaction
Underpinning Knowledge*
* At this level the learner must demonstrate some relevant theoretical knowledge.
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
Recordkeeping principles and processes including functional requirements for recordkeeping
Understanding of the organisation's business and structure
Organisation's recordkeeping system and security procedures
Organisation's access and security procedures
Use of finding aids
Principles of interpersonal communication
Methods to identify search criteria
Underpinning Skills
Accuracy
Providing an efficient response to information requests
Operating appropriate equipment for records movement
Technology skills including the ability to select and use technology appropriate to a task
Communication skills to interpret requests and provide information
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 1) - To identify the requirements of the request
Communicating ideas and information (Level 2) - To question and clarify request with user
Planning and organising activities (Level 1) - To work systematically in locating records
Working with teams and others (Level 1) - To interact with user
Using mathematical ideas and techniques (Level 1) - To work within, and maintain a systematic approach
Solving problems (Level 1) - To locate required record or information when it is not readily available
Using technology (Level 1) - To locate record and to record change to record location
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
Demonstrate ability to:
maintain accuracy in recording information
maintain positive relationship with user through out the transaction
Underpinning Knowledge*
* At this level the learner must demonstrate some relevant theoretical knowledge.
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
Recordkeeping principles and processes including functional requirements for recordkeeping
Understanding of the organisation's business and structure
Organisation's recordkeeping system and security procedures
Organisation's access and security procedures
Use of finding aids
Principles of interpersonal communication
Methods to identify search criteria
Underpinning Skills
Accuracy
Providing an efficient response to information requests
Operating appropriate equipment for records movement
Technology skills including the ability to select and use technology appropriate to a task
Communication skills to interpret requests and provide information
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 1) - To identify the requirements of the request
Communicating ideas and information (Level 2) - To question and clarify request with user
Planning and organising activities (Level 1) - To work systematically in locating records
Working with teams and others (Level 1) - To interact with user
Using mathematical ideas and techniques (Level 1) - To work within, and maintain a systematic approach
Solving problems (Level 1) - To locate required record or information when it is not readily available
Using technology (Level 1) - To locate record and to record change to record location
Please refer to the Assessment Guidelines for advice on how to use the Key Competencies
Replaced By
| State Code | National Code | Title | Type |
|---|---|---|---|
| D0978 | BSBRKG303B | Retrieve information from records | Unit of competency |
| State Code | National Code | Title | Type |
|---|---|---|---|
| C656 | BSB30704 | Certificate III in Business (Medical Administration) | Qualification |
| C317 | BSB30401 | Certificate III in Business (Recordkeeping) | Qualification |