Unit of competency Outline

Date retreived
22/07/2026 9:02 PM 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 or reconstruct a business or records system

Document or reconstruct a business or records system

Unit of competency
National Code
BSBRKG505A
State Code
C3799
TGA Status
Deleted
DTWD Status
Deleted
Current Release Number
1.00
Current Release Date
17/08/2001
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
45
Description
This unit describes the work required to document or reconstruct and describe a business or records system and its context over a period of time. The unit can be applied equally to all types of collections of records, although it has historically been understood to relate only to traditional archival work.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 QualificationNilSubsequent Business Qualification(s)BSBRKG603A Prepare a functional analysis for an organisationBSBRKG607A Document and monitor the record-creating contextThis unit describes the work required to document or reconstruct and describe a business or records system and its context over a period of time. The unit can be applied equally to all types of collections of records, although it has historically been understood to relate only to traditional archival work.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 QualificationNilSubsequent Business Qualification(s)BSBRKG603A Prepare a functional analysis for an organisationBSBRKG607A Document and monitor the record-creating context
Notes
Elements and Performance Criteria
1 Establish the activities / functions documented by the records
  • 1.1 The actions / activities by which the records are generated, or document, are established and documented
  • 1.2 The boundaries of the activities are established from the records and checked against a functional analysis of the organisation
  • 1.3 The records creators are identified by mapping them to the parts of the organisation responsible for the function / activities that the records document
  • 1.4 Changes to the activities / functions are established from the records and verified against other appropriate sources over the time period of the records; the results of this research is documented
  • 1.5 Relationships between activities / functions and their relationships with other entities are established and documented
2 Describe the content and structure of the records and the system(s) in which they are maintained
  • 2.1 The contents of the records are described in accordance with organisational standards
  • 2.2 The contents of the records are described in accordance with organisational standards
  • 2.3 Changes to the system(s) which have occurred over time are identified and described
  • 2.4 Anomalies which have occurred over time to the systemic order of the records are identified from the records themselves and other appropriate sources and documented
3 Identify and document the records' creator(s)
  • 3.1 The records' creators are described in their organisational structure and context
  • 3.2 The accountability requirements and functional responsibilities of the records' creators are identified from appropriate sources
  • 3.3 Where appropriate, the nature of the jurisdiction governing the organisation is identified and described.
  • 3.4 Relationships between the records' creators and their relationships with other entities are established and documented
4 Describe the records' chronological and system context
  • 4.1 Where appropriate, the previous and/or subsequent records / series are identified and described to place the records in their chronological context
  • 4.2 Where appropriate, records related to the records in question are identified by the nature of their content, similar function, or systemic relationship
  • 4.3 The related records / series are documented in accordance with organisational standards
5 Document the records, their systemic, organisational and chronological context
  • 5.1 The documentation of the function and the creators of the records is presented according to organisational standards
  • 5.2 The description of the system and its related records / series and any changes and anomalies over time is presented according to organisational standards
  • 5.3 The documentation of the records' chronological context is presented according to organisational standards
  • 5.4 Where the original system of control is inadequate to maintain the accessibility of the records, control is established by capturing the records into an appropriate system of the organisation, according to its standards and procedures
6 Document the reconstruction of the business or records system
  • 6.1 The elements of the business or records system are identified from the records and documented
  • 6.2 The records series is/are identified and documented in accordance with the organisation's standards and procedures
  • 6.3 Where changes to, or anomalies in, the business or records system over time are identified, they are documented
  • 6.4 Where no system is apparent, or is inadequate to maintain control of the records, control is established by capturing the records into the organisation's system, according to its standards and procedures
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
Range of technologies may include:
records system packages
multimedia
electronic
paper-based
workflow packages
Records may range from:
paper-based systems where the control records (registers, indexes, thesaurus) are discrete series to computerised systems in which the records are stored attached to their metadata (single series or systems to multiple series and multiple systems)
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
the records may be generated in a business system for a variety of functions and activities or they may be part of a records management system
Records may be in various formats including:
electronic storage media
paper
structured
free text
graphic
The record creator may be from any industry sector
The records may be:
already in the custody of the organisation
in the process of being transferred between organisations
active, current
Purpose of the documentation may include:
changes to the system of control including computerisation or migration between system
transfer of ownership or control arising from amalgamation / takeovers / bankruptcy of organisations, or administrative change, closure of offices or changes in accommodation
capturing into archival control systems for access and control purposes
Records may be:
very old
from a personal collection
not known to current recordkeepers in an organisation
Jurisdiction may be:
government
public sector
private
personal
profit
non-profit
Likely sources of relevant information about public entities may include:
legislation
Hansards
Minutes
policies
annual reports
news clippings
gazettes
interviews
related records
Likely sources of relevant information about private entities may include:
personal letters
obituaries
company records
interviews
Sources of information may, or may not, be from the creating organisation and may include:
literature
biographies
organisational histories
administrative histories
annual reports and other corporate publications
Categories of information to be collected may include:
political/social environment
industry sector
dates of creation
method of original records registration
position of the creator/range of creators within the organisation context
Tools to be used in information collection may be manual or electronic and may include:
lists
proformas
databases
Criteria for assessment of relevance may include:
age of source
authenticity
evidential value
lack of duplication with other sources
accessibility
Order may have to be imposed on the records where:
there is no obvious control system
original is in disorder
Business or records system may be:
current record systems
business systems
informal
Organisational control systems may be:
current business or records systems
archival control systems
storage facilities systems
Elements of the business or records system may include:
technology
size
jurisdiction
Format of documentation may be
electronic
paper-based
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
Range of technologies may include:
records system packages
multimedia
electronic
paper-based
workflow packages
Records may range from:
paper-based systems where the control records (registers, indexes, thesaurus) are discrete series to computerised systems in which the records are stored attached to their metadata (single series or systems to multiple series and multiple systems)
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
the records may be generated in a business system for a variety of functions and activities or they may be part of a records management system
Records may be in various formats including:
electronic storage media
paper
structured
free text
graphic
The record creator may be from any industry sector
The records may be:
already in the custody of the organisation
in the process of being transferred between organisations
active, current
Purpose of the documentation may include:
changes to the system of control including computerisation or migration between system
transfer of ownership or control arising from amalgamation / takeovers / bankruptcy of organisations, or administrative change, closure of offices or changes in accommodation
capturing into archival control systems for access and control purposes
Records may be:
very old
from a personal collection
not known to current recordkeepers in an organisation
Jurisdiction may be:
government
public sector
private
personal
profit
non-profit
Likely sources of relevant information about public entities may include:
legislation
Hansards
Minutes
policies
annual reports
news clippings
gazettes
interviews
related records
Likely sources of relevant information about private entities may include:
personal letters
obituaries
company records
interviews
Sources of information may, or may not, be from the creating organisation and may include:
literature
biographies
organisational histories
administrative histories
annual reports and other corporate publications
Categories of information to be collected may include:
political/social environment
industry sector
dates of creation
method of original records registration
position of the creator/range of creators within the organisation context
Tools to be used in information collection may be manual or electronic and may include:
lists
proformas
databases
Criteria for assessment of relevance may include:
age of source
authenticity
evidential value
lack of duplication with other sources
accessibility
Order may have to be imposed on the records where:
there is no obvious control system
original is in disorder
Business or records system may be:
current record systems
business systems
informal
Organisational control systems may be:
current business or records systems
archival control systems
storage facilities systems
Elements of the business or records system may include:
technology
size
jurisdiction
Format of documentation may be
electronic
paper-based
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
Understanding of the concepts of records series and records system and ability to apply those concepts to analysis of information about records and organisational activities should be demonstrated
High level of knowledge of different systems for creating and managing records 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 strategies
Recordkeeping principles and processes, particularly archival
Business or records system&technologies
Research sources and methods
Underpinning Skills
Analysing process functions and problems
Preparing, compiling and writing complex documents and reports
Documenting complex relationships and processes
Analysing and interpreting legal and regulatory requirements and organisation policies and procedures
Analysing and synthesising documentation, verbally delivered information, and observed behaviours
Communicating complex relationships and processes effectively to users and management
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 2) - in bringing together the relevant details of the disposal authorities and access conditions
Communicating ideas and information (Level 2) - in preparing a project brief and report for the analysis
Planning and organising activities (Level 2) - to gather the resources required from a range of locations for the analysis
Working with teams and others (Level 2) - to determine the criteria and the historical contexts of the records
Using mathematical ideas and techniques (Level 2) - to undertake an analysis of the records and their changing contexts over time
Solving problems (Level 2) - presented by conflicting indicators during the research and analysis phase
Using technology (Level 2) - to find relevant information about the records
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
Understanding of the concepts of records series and records system and ability to apply those concepts to analysis of information about records and organisational activities should be demonstrated
High level of knowledge of different systems for creating and managing records 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 strategies
Recordkeeping principles and processes, particularly archival
Business or records system&technologies
Research sources and methods
Underpinning Skills
Analysing process functions and problems
Preparing, compiling and writing complex documents and reports
Documenting complex relationships and processes
Analysing and interpreting legal and regulatory requirements and organisation policies and procedures
Analysing and synthesising documentation, verbally delivered information, and observed behaviours
Communicating complex relationships and processes effectively to users and management
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 2) - in bringing together the relevant details of the disposal authorities and access conditions
Communicating ideas and information (Level 2) - in preparing a project brief and report for the analysis
Planning and organising activities (Level 2) - to gather the resources required from a range of locations for the analysis
Working with teams and others (Level 2) - to determine the criteria and the historical contexts of the records
Using mathematical ideas and techniques (Level 2) - to undertake an analysis of the records and their changing contexts over time
Solving problems (Level 2) - presented by conflicting indicators during the research and analysis phase
Using technology (Level 2) - to find relevant information about the records
Please refer to the Assessment Guidelines for advice on how to use the Key Competencies
Replaced By
State Code National Code Title Type
D0986 BSBRKG505B Document or reconstruct a business or records system Unit of competency
State Code National Code Title Type
C332 BSB50301 Diploma of Business (Recordkeeping) Qualification