Unit of competency Outline

Date retreived
23/07/2026 12:11 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.

Provide information from and about records

Provide information from and about records

Unit of competency
National Code
BSBRKG402B
State Code
D0982
TGA Status
Replaced
DTWD Status
Replaced
Current Release Number
1.00
Current Release Date
19/02/2009
View on TGA
State Implementation and Classification
Approved Date
09/07/2014
Field of Education
080901 - Secretarial And Clerical Studies
Original Release Date
09/07/2014
Nominal Hours
40
Description
This unit describes the performance outcomes, skills and knowledge required to respond as effectively as possible to enquiries from potential users of records, including using appropriate processes to access and provide information about records.No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.
Notes
Elements and Performance Criteria
1. Identify and gather records required
  • 1.1. Identify specific information or search criteria required by user
  • 1.2. Identify range of records likely to contain information required and ascertain their availability using appropriate finding aids and records systems
  • 1.3. Obtain range of records likely to contain information required by user, and analyse content
  • 1.4. Track records to record any change in location and use, in accordance with business or records system rules and organisational procedures
  • 1.5. Explain to user any obstacles to obtaining specific records within specified time and agree a timeframe for provision of records
2. Interpret and administer access rules and procedures
  • 2.1. Identify person requesting record/s and confirm access category, in accordance with organisational procedures
  • 2.2. Apply access restriction rules and guidelines to record/s requested to match access category of requester
  • 2.3. Inform requester of their rights to review the decision where access restriction rules and guidelines prevent access
3. Provide the required information and/or records
  • 3.1. Prepare requested information/records in appropriate formats, and in accordance with organisational procedures and specified time lines
  • 3.2. Mask specific records, or portions thereof, in accordance with access rules and organisational procedures
  • 3.3. Document records retrieved and used to provide information, in accordance with business or records system operation and organisational procedures
  • 3.4. Record new locations provided to user in accordance with system rules and organisational procedures
  • 3.5. Deliver record, or record information, within specified timeframes
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.
Identifying information or search criteria may include:
keywords
control information
Range of records may include:
different stages of use:
active
archival
digital:
remote drives
servers
CDs
DVDs
imaging systems
PC-based applications
mainframe
physical:
audio-visual or multimedia
graphic
microform
paper-based (acid free or multiple copies)
variety of sources:
already in the custody of the organisation
in the process of being transferred between organisations
Finding aids to ascertain the availability of records may include:
databases
indexes
microforms
Records systems may include:
archival control systems
business systems
cash register-based systems
characteristics relating to:
aggregations
context
entities
metadata
current business or records systems
electronic records and document management system (ERDMS)
informal
paper-based accumulation and card systems
PC-based accounting systems, employee and tax records systems
proprietary recordkeeping package
storage facilities systems
Obstacles may include:
cost
inaccurate finding aids
reluctance of individuals or organisations to provide records
remoteness of location
transaction of standard recordkeeping practices, such as disposal
Access may include:
interpretation of clearances and privacy restrictions
checking level of access and associated security releases
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:
identifying records which accurately fulfil requests of users
applying access and security rules in the provision of records and information
knowledge of relevant legislation, regulations and standards.
Context of and specific resources for assessment
Assessment must ensure:
access to examples of records, recordkeeping systems and policies
access to workplace reference materials such as 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
direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate
review of requested information/records prepared
oral or written questioning to assessknowledge of 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:
administration units
other knowledge management units.
Replaces
State Code National Code Title Type
C3793 BSBRKG402A Provide information from and about records Unit of competency
Replaced By
State Code National Code Title Type
AUK02 BSBRKG402 Provide information from and about records Unit of competency