Unit of competency Outline
Date retreived
22/07/2026 10:00 AM AWST
22/07/2026 10:00 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
BSBRKG402A
BSBRKG402A
State Code
C3793
C3793
TGA Status
Deleted
Deleted
DTWD Status
Deleted
Deleted
State Implementation and Classification
Approved Date
08/01/2002
Field of Education
080901 - Secretarial And Clerical Studies
Original Release Date
08/01/2002
Nominal Hours
40
Description
This unit describes the work required to respond as effectively as possible to enquiries from potential users of records, for information about the records, or for information that might be obtained from them. This includes processes for giving enquirers access to records.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)BSBRKG301A Control recordsThis unit represents a progression of skills described in other units. It is recommended, then, that the following units are achieved prior to the achievement of this unit:BSBRKG303A Retrieve information from informationBSBRKG304A Maintain business recordsThe Same Business QualificationBSBRKG403A Set up a business or records system for a small officeSubsequent Business Qualification(s)BSBRKG502A Manage and monitor business or records systemsBSBRKG504A Develop terminology for activities and recordsBSBRKG604A Determine security and access rules and procedures This unit describes the work required to respond as effectively as possible to enquiries from potential users of records, for information about the records, or for information that might be obtained from them. This includes processes for giving enquirers access to records.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)BSBRKG301A Control recordsThis unit represents a progression of skills described in other units. It is recommended, then, that the following units are achieved prior to the achievement of this unit:BSBRKG303A Retrieve information from informationBSBRKG304A Maintain business recordsThe Same Business QualificationBSBRKG403A Set up a business or records system for a small officeSubsequent Business Qualification(s)BSBRKG502A Manage and monitor business or records systemsBSBRKG504A Develop terminology for activities and recordsBSBRKG604A Determine security and access rules and procedures
Notes
Elements and Performance Criteria
1 Identify range of records required
- 1.1 The specific information and/or search criteria required by the user is identified from interpretation of the user's request and clarified where initial request is unclear
- 1.2 The range of records likely to contain the information required by the user are identified from analysis of the request
- 1.3 The availability of the required records is ascertained using appropriate finding aids and records systems
- 1.4 Where the information is not available to the staff member, the request is referred to the appropriate source
2 Gather required records
- 2.1 Range of records likely to contain the information required by the user are obtained and analysed for the required information content
- 2.2 Where extraction of information is required, this is done in accordance with access rules, and information prepared in line with the request
- 2.3 Specific records satisfying the requirements are gathered together in accordance with organisational procedures
- 2.4 Records are tracked to record change in location and use in accordance with the business or records system rules and organisational procedures
- 2.5 Any obstacles to obtaining specific records within the specified time are explained to the user and a revised timeline agreed
- 2.6 Where records cannot be located, other possible sources are searched where appropriate
3 Interpret and administer access rules and procedures
- 3.1 Person requesting the record is identified and access category confirmed in accordance with organisational procedures
- 3.2 Access restriction rules and guidelines are applied to the records requested and to match the access category of the requester
- 3.3 Where access restriction rules and guidelines prevent access to the requester, the decision is recorded and the requester is informed of her/his rights to review of the decision
- 3.4 Where partial restriction to access is determined, the portions of the records or information which must be restricted are identified and documented, together with the basis of the restriction
4 Provide the required information and/or records
- 4.1 Where appropriate, specific records, or portions thereof, are masked to prevent access, in accordance with access rules and organisational procedures
- 4.2 Requested information is prepared for the requester in an appropriate format and in accordance with the initial request and organisational procedures
- 4.3 All access rules, record preservation requirements, and specified timelines are adhered to
- 4.4 The records retrieved and used to provide information are documented according to the system rules and organisational procedures
- 4.5 Where required by the business or records system, records of the transaction are documented in accordance with business or records system operation and organisational procedures
- 4.6 Where records are provided to the user, the new locations are recorded in accordance with the system rules and organisational procedures
- 4.7 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
Boundaries of requests under Freedom of Information legislation and precedents may need to be considered
Interpretation of access clearances and privacy restrictions for records within particular levels of access and associated security releases may be required
Reason for the request may include:
request under Freedom of Information legislation
subpoena search
discovery search
operational/research searches
Requests for information from records may need to conform with legislative and/or organisational requirements
Records may be registered (captured) into:
current business or records systems
archival control systems
business systems
storage facilities systems
Records likely to contain the required information may include:
organisation's records and archives holdings
internal or external collections
databases
Tools to ascertain the availability of records may include:
finding aids
microforms
indexes
databases
Obstacles to obtaining some records may include:
reluctance of individuals or organisations to provide records
remoteness of location
cost
inaccurate finding aids
transaction of standard recordkeeping practices, such as disposal
Appropriate format for provision of information may include:
original
copy of original
hard or soft copy of original
digital
permission to view information/record
Organisational procedures and policies may include:
security procedures
despatching and collecting procedures
enterprise formats
procedures for updating records
Request may be:
written
verbal
computer-generated
system-generated
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
Boundaries of requests under Freedom of Information legislation and precedents may need to be considered
Interpretation of access clearances and privacy restrictions for records within particular levels of access and associated security releases may be required
Reason for the request may include:
request under Freedom of Information legislation
subpoena search
discovery search
operational/research searches
Requests for information from records may need to conform with legislative and/or organisational requirements
Records may be registered (captured) into:
current business or records systems
archival control systems
business systems
storage facilities systems
Records likely to contain the required information may include:
organisation's records and archives holdings
internal or external collections
databases
Tools to ascertain the availability of records may include:
finding aids
microforms
indexes
databases
Obstacles to obtaining some records may include:
reluctance of individuals or organisations to provide records
remoteness of location
cost
inaccurate finding aids
transaction of standard recordkeeping practices, such as disposal
Appropriate format for provision of information may include:
original
copy of original
hard or soft copy of original
digital
permission to view information/record
Organisational procedures and policies may include:
security procedures
despatching and collecting procedures
enterprise formats
procedures for updating records
Request may be:
written
verbal
computer-generated
system-generated
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
Boundaries of requests under Freedom of Information legislation and precedents may need to be considered
Interpretation of access clearances and privacy restrictions for records within particular levels of access and associated security releases may be required
Reason for the request may include:
request under Freedom of Information legislation
subpoena search
discovery search
operational/research searches
Requests for information from records may need to conform with legislative and/or organisational requirements
Records may be registered (captured) into:
current business or records systems
archival control systems
business systems
storage facilities systems
Records likely to contain the required information may include:
organisation's records and archives holdings
internal or external collections
databases
Tools to ascertain the availability of records may include:
finding aids
microforms
indexes
databases
Obstacles to obtaining some records may include:
reluctance of individuals or organisations to provide records
remoteness of location
cost
inaccurate finding aids
transaction of standard recordkeeping practices, such as disposal
Appropriate format for provision of information may include:
original
copy of original
hard or soft copy of original
digital
permission to view information/record
Organisational procedures and policies may include:
security procedures
despatching and collecting procedures
enterprise formats
procedures for updating records
Request may be:
written
verbal
computer-generated
system-generated
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
Boundaries of requests under Freedom of Information legislation and precedents may need to be considered
Interpretation of access clearances and privacy restrictions for records within particular levels of access and associated security releases may be required
Reason for the request may include:
request under Freedom of Information legislation
subpoena search
discovery search
operational/research searches
Requests for information from records may need to conform with legislative and/or organisational requirements
Records may be registered (captured) into:
current business or records systems
archival control systems
business systems
storage facilities systems
Records likely to contain the required information may include:
organisation's records and archives holdings
internal or external collections
databases
Tools to ascertain the availability of records may include:
finding aids
microforms
indexes
databases
Obstacles to obtaining some records may include:
reluctance of individuals or organisations to provide records
remoteness of location
cost
inaccurate finding aids
transaction of standard recordkeeping practices, such as disposal
Appropriate format for provision of information may include:
original
copy of original
hard or soft copy of original
digital
permission to view information/record
Organisational procedures and policies may include:
security procedures
despatching and collecting procedures
enterprise formats
procedures for updating records
Request may be:
written
verbal
computer-generated
system-generated
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:
meet legislative and organisational security and access requirements
meet requestor's needs as completely as possible
provide the records or information within an acceptable timeframe
document the transaction according to organisational procedures
Underpinning Knowledge*
* At this level the learner must demonstrate understanding of a broad knowledge base incorporating some theoretical concepts.
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
How to conduct a reference interview
Knowledge and understanding of organisation's business functions and structure (past and present)
Organisation's policies, strategies and procedures, particularly those in relation to records access and security
Construction and use of language in the organisation (past and present)
Organisational recordkeeping practice, environment, culture, and systems (past and present)
The nature and use of finding aids
Underpinning Skills
Responding efficiently to information requests
Researching and organising information for customers
Listening to, questioning, and clarifying information requests
Using sensitivity when dealing with customer needs
Using judgement and discretion with confidential information
Interpreting and applying relevant legislation, regulations, standards, and access and security rules and conditions
Interpreting complex recorded information
Reading and comprehending/interpreting nature of record content
Interpreting criteria for application to the record
Writing reports where precise meaning is required
Records management system and operation including access and security for vital records
Working systematically with accuracy and attention to detail
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) - from the content and the metadata of the records
Communicating ideas and information (Level 2) - with those requesting information from and about records
Planning and organising activities (Level 1) - in planning to undertake the necessary research
Working with teams and others (Level 1) - in clarifying the nature of the request
Using mathematical ideas and techniques (Level 1) - to work logically through the process of finding the required information
Solving problems (Level 1) - presented by access rules and procedures
Using technology (Level 1) - to search, track and find the required 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
Demonstrate ability to:
meet legislative and organisational security and access requirements
meet requestor's needs as completely as possible
provide the records or information within an acceptable timeframe
document the transaction according to organisational procedures
Underpinning Knowledge*
* At this level the learner must demonstrate understanding of a broad knowledge base incorporating some theoretical concepts.
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
How to conduct a reference interview
Knowledge and understanding of organisation's business functions and structure (past and present)
Organisation's policies, strategies and procedures, particularly those in relation to records access and security
Construction and use of language in the organisation (past and present)
Organisational recordkeeping practice, environment, culture, and systems (past and present)
The nature and use of finding aids
Underpinning Skills
Responding efficiently to information requests
Researching and organising information for customers
Listening to, questioning, and clarifying information requests
Using sensitivity when dealing with customer needs
Using judgement and discretion with confidential information
Interpreting and applying relevant legislation, regulations, standards, and access and security rules and conditions
Interpreting complex recorded information
Reading and comprehending/interpreting nature of record content
Interpreting criteria for application to the record
Writing reports where precise meaning is required
Records management system and operation including access and security for vital records
Working systematically with accuracy and attention to detail
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) - from the content and the metadata of the records
Communicating ideas and information (Level 2) - with those requesting information from and about records
Planning and organising activities (Level 1) - in planning to undertake the necessary research
Working with teams and others (Level 1) - in clarifying the nature of the request
Using mathematical ideas and techniques (Level 1) - to work logically through the process of finding the required information
Solving problems (Level 1) - presented by access rules and procedures
Using technology (Level 1) - to search, track and find the required records
Please refer to the Assessment Guidelines for advice on how to use the Key Competencies
Critical Aspects of Evidence
Demonstrate ability to:
meet legislative and organisational security and access requirements
meet requestor's needs as completely as possible
provide the records or information within an acceptable timeframe
document the transaction according to organisational procedures
Underpinning Knowledge*
* At this level the learner must demonstrate understanding of a broad knowledge base incorporating some theoretical concepts.
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
How to conduct a reference interview
Knowledge and understanding of organisation's business functions and structure (past and present)
Organisation's policies, strategies and procedures, particularly those in relation to records access and security
Construction and use of language in the organisation (past and present)
Organisational recordkeeping practice, environment, culture, and systems (past and present)
The nature and use of finding aids
Underpinning Skills
Responding efficiently to information requests
Researching and organising information for customers
Listening to, questioning, and clarifying information requests
Using sensitivity when dealing with customer needs
Using judgement and discretion with confidential information
Interpreting and applying relevant legislation, regulations, standards, and access and security rules and conditions
Interpreting complex recorded information
Reading and comprehending/interpreting nature of record content
Interpreting criteria for application to the record
Writing reports where precise meaning is required
Records management system and operation including access and security for vital records
Working systematically with accuracy and attention to detail
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) - from the content and the metadata of the records
Communicating ideas and information (Level 2) - with those requesting information from and about records
Planning and organising activities (Level 1) - in planning to undertake the necessary research
Working with teams and others (Level 1) - in clarifying the nature of the request
Using mathematical ideas and techniques (Level 1) - to work logically through the process of finding the required information
Solving problems (Level 1) - presented by access rules and procedures
Using technology (Level 1) - to search, track and find the required 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
Demonstrate ability to:
meet legislative and organisational security and access requirements
meet requestor's needs as completely as possible
provide the records or information within an acceptable timeframe
document the transaction according to organisational procedures
Underpinning Knowledge*
* At this level the learner must demonstrate understanding of a broad knowledge base incorporating some theoretical concepts.
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
How to conduct a reference interview
Knowledge and understanding of organisation's business functions and structure (past and present)
Organisation's policies, strategies and procedures, particularly those in relation to records access and security
Construction and use of language in the organisation (past and present)
Organisational recordkeeping practice, environment, culture, and systems (past and present)
The nature and use of finding aids
Underpinning Skills
Responding efficiently to information requests
Researching and organising information for customers
Listening to, questioning, and clarifying information requests
Using sensitivity when dealing with customer needs
Using judgement and discretion with confidential information
Interpreting and applying relevant legislation, regulations, standards, and access and security rules and conditions
Interpreting complex recorded information
Reading and comprehending/interpreting nature of record content
Interpreting criteria for application to the record
Writing reports where precise meaning is required
Records management system and operation including access and security for vital records
Working systematically with accuracy and attention to detail
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) - from the content and the metadata of the records
Communicating ideas and information (Level 2) - with those requesting information from and about records
Planning and organising activities (Level 1) - in planning to undertake the necessary research
Working with teams and others (Level 1) - in clarifying the nature of the request
Using mathematical ideas and techniques (Level 1) - to work logically through the process of finding the required information
Solving problems (Level 1) - presented by access rules and procedures
Using technology (Level 1) - to search, track and find the required records
Please refer to the Assessment Guidelines for advice on how to use the Key Competencies
Replaces
| State Code | National Code | Title | Type |
|---|---|---|---|
| C4629 | BSBEBUS308A | Maintain online business records | Unit of competency |
Replaced By
| State Code | National Code | Title | Type |
|---|---|---|---|
| D0982 | BSBRKG402B | Provide information from and about records | Unit of competency |
| State Code | National Code | Title | Type |
|---|---|---|---|
| C336 | BSB50701 | Diploma of Business (Marketing) | Qualification |
| C321 | BSB40301 | Certificate IV in Business (Recordkeeping) | Qualification |
| C333 | BSB50401 | Diploma of Business Management | Qualification |