SAQA All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.
SOUTH AFRICAN QUALIFICATIONS AUTHORITY 
REGISTERED UNIT STANDARD THAT HAS PASSED THE END DATE: 

Develop and manage an organisational records system 
SAQA US ID UNIT STANDARD TITLE
110483  Develop and manage an organisational records system 
ORIGINATOR
SGB Economics 
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY
-  
FIELD SUBFIELD
Field 03 - Business, Commerce and Management Studies Finance, Economics and Accounting 
ABET BAND UNIT STANDARD TYPE PRE-2009 NQF LEVEL NQF LEVEL CREDITS
Undefined  Regular  Level 6  Level TBA: Pre-2009 was L6  5 
REGISTRATION STATUS REGISTRATION START DATE REGISTRATION END DATE SAQA DECISION NUMBER
Passed the End Date -
Status was "Reregistered" 		 2018-07-01  2023-06-30  SAQA 06120/18 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2026-06-30   2029-06-30  

In all of the tables in this document, both the pre-2009 NQF Level and the NQF Level is shown. In the text (purpose statements, qualification rules, etc), any references to NQF Levels are to the pre-2009 levels unless specifically stated otherwise.  

This unit standard does not replace any other unit standard and is not replaced by any other unit standard. 

PURPOSE OF THE UNIT STANDARD 
This UnitStandard is intended for people who are, or who seek to be employed at the management level in an area where record keeping is vital.

People credited with this unit standard are able to:
  • Identify the needs to be addressed by the records system
  • Select appropriate record keeping formats and determine the resources required
  • Implement the selected record keeping system
  • Manage the record keeping system 
    		•

    LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    It is assumed that learners are competent in:
  • Communication at NQF Level 4
  • Mathematical Literacy at NQF Level 4
  • Computer Literacy at NQF Level 4 
    		•

    UNIT STANDARD RANGE 
  • Relevant legislation includes the Access to Information Act
  • Quality standards include: ISO; Investors in People; health and safety considerations of document storage; security; back-up processes
  • Resources include: money; staff; hardware and software; storage space
  • The LED Unit context includes the information needs of the Unit itself; local economic development projects and programmes; the IDP
  • Data capture and information report formats include verbal; written; electronic; pictures; prose and numeric 
    		•

    Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Identify the needs to be addressed by the records system. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    1. The information required for the records system to meet its objectives and agreed quality standards is identified in the context of the local economic development unit. 

    ASSESSMENT CRITERION 2 
    2. The information already available is identified in terms of format, quantity and quality. 

    ASSESSMENT CRITERION 3 
    3. Sources are identified from which to access outstanding information. 

    ASSESSMENT CRITERION 4 
    4. Information types and sources are collated to reduce overlap and duplication. 

    SPECIFIC OUTCOME 2 
    Select appropriate record keeping formats and determine the resources required. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    1. Appropriate methods of record keeping are identified in terms of the local economic development unit`s information and record-keeping needs. 

    ASSESSMENT CRITERION 2 
    2. The methods available are compared and contrasted to determine their suitability to the local economic development environment in general and own work context specifically. 

    ASSESSMENT CRITERION 3 
    3. The most appropriate combination of systems is customised to be fit for purpose in own work context. 

    ASSESSMENT CRITERION 4 
    4. The resources required to support the selected record-keeping system are identified and prioritised in accordance with how they contribute to achieving the objectives of the system as well as the agreed quality standards. 

    SPECIFIC OUTCOME 3 
    Implement the selected record keeping system. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    1. The resources required are accessed allocated to implement the records system. 

    ASSESSMENT CRITERION 2 
    2. The records system is set up and populated with the necessary information and data. 

    ASSESSMENT CRITERION 3 
    3. A User Guide is compiled to train LED Unit staff in the proper use and maintenance of the records system in accordance with requirements for confidentiality and ethical considerations. 

    SPECIFIC OUTCOME 4 
    Manage the record keeping system. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    1. The records (data and information) are updated regularly within agreed timeframes and according to planned maintenance standards. 

    ASSESSMENT CRITERION 2 
    2. The records system is monitored and its performance reviewed against the agreed objectives. 

    ASSESSMENT CRITERION 3 
    3. Ways of improving the records system are solicited regularly from formal user feedback processes and any action taken to implement suggestions is communicated to the source of the feedback. 


    UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS 
    1. Anyone assessing a learner against this Unit Standard must be registered as an assessor with the relevant ETQA, or with an ETQA that has a Memorandum of Understanding with the relevant ETQA.
    2. Any institution offering learning that will enable achievement of this Unit Standard or will assess this Unit Standard must be accredited as a provider with the relevant ETQ, or with an ETQA that has a Memorandum of Understanding with the relevant ETQA.
    3. Moderation of assessment will be overseen by the relevant ETQA according to the moderation guidelines in the relevant qualification and the agreed ETQA procedures or with an ETQA that has a Memorandum of Understanding with the relevant ETQA.
    4. Anyone wishing to be assessed against this Unit Standard may apply to be assessed by any assessment agency, assessor or provider institution that is accredited by the relevant ETQA or with an ETQA that has a Memorandum of Understanding with the relevant ETQA. 

    UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE 
  • The characteristics of computer-based versus paper-based systems
  • Design of data capture forms, information processing and report formats
  • Maintenance of a record-keeping system
  • Levels of access to data (confidentiality versus transparency)
  • Systems quality management principles 
    		•

    UNIT STANDARD DEVELOPMENTAL OUTCOME 
    N/A 

    UNIT STANDARD LINKAGES 
    N/A 


    Critical Cross-field Outcomes (CCFO): 

    UNIT STANDARD CCFO IDENTIFYING 
    Identify and solve problems in which responses display that responsible decisions using critical and creative thinking have been made by, e.g.

    Monitoring and reviewing the system against organisational requirements according to assessment criterion 4.3:
  • Ways of improving the records system are solicited regularly from formal user feedback processes and any action taken to implement suggestions is communicated to the source of the feedback 
    		•

    UNIT STANDARD CCFO WORKING 
    Work effectively with others as a member of a team, group, organization and community by, e.g.

    Training staff in the use of the system according to assessment criterion 3.3:
  • A User Guide is compiled to train LED Unit staff in the proper use and maintenance of the records system in accordance with requirements for confidentiality and ethical considerations 
    		•

    UNIT STANDARD CCFO COLLECTING 
    Collect, analyse, organize and critically evaluate information by, e.g.

    Communicate effectively using visual, mathematical and/ or language skills in the modes of oral and/ or written presentation by, e.g.

    Identifying the needs to be addressed by the records system according to the assessment criteria for specific outcome 1:
  • Identify the needs to be addressed by the records system
    Selecting appropriate record keeping formats and determine the resources required according to the assessment criteria for specific outcome 
    		•

    UNIT STANDARD CCFO DEMONSTRATING 
    Demonstrate an understanding of the world as a set of related systems by recognizing that problem solving contexts do not exist in isolation by e.g.

    Developing and managing an organisational records system according to the assessment criteria for specific outcome 1, 2 and 3:
  • Identify the needs to be addressed by the records system
  • Select appropriate record keeping formats and determine the resources required
  • Implement the selected record keeping system 
    		•

    UNIT STANDARD ASSESSOR CRITERIA 
    N/A 

    REREGISTRATION HISTORY 
    As per the SAQA Board decision/s at that time, this unit standard was Reregistered in 2012; 2015. 

    UNIT STANDARD NOTES 
    N/A 

    QUALIFICATIONS UTILISING THIS UNIT STANDARD: 
      ID QUALIFICATION TITLE PRE-2009 NQF LEVEL NQF LEVEL STATUS END DATE PRIMARY OR DELEGATED QA FUNCTIONARY
    Core  49055   National Certificate: Foreign Economic Representation  Level 6  Level TBA: Pre-2009 was L6  Passed the End Date -
    Status was "Reregistered"     		 2023-06-30  PSETA 
    Elective  36437   National Certificate: Local Economic Development  Level 6  Level TBA: Pre-2009 was L6  Passed the End Date -
    Status was "Reregistered"     		 2023-06-30  LG SETA 
    Elective  67460   National Diploma: Public Administration  Level 6  NQF Level 06  Passed the End Date -
    Status was "Reregistered"     		 2023-06-30  As per Learning Programmes recorded against this Qual 
    Elective  49317   National Certificate: Scriptwriting  Level 7  Level N/A: Pre-2009 was L7  Passed the End Date -
    Status was "Reregistered"     		 2023-06-30  MICTS 
    Elective  49062   National Diploma: Interpreting  Level 7  Level N/A: Pre-2009 was L7  Passed the End Date -
    Status was "Reregistered"     		 2018-12-31  CHE 
    Elective  48801   National Diploma: Specialised Translation  Level 7  Level N/A: Pre-2009 was L7  Passed the End Date -
    Status was "Reregistered"     		 2018-12-31  CHE 


    PROVIDERS CURRENTLY ACCREDITED TO OFFER THIS UNIT STANDARD: 
    This information shows the current accreditations (i.e. those not past their accreditation end dates), and is the most complete record available to SAQA as of today. Some Primary or Delegated Quality Assurance Functionaries have a lag in their recording systems for provider accreditation, in turn leading to a lag in notifying SAQA of all the providers that they have accredited to offer qualifications and unit standards, as well as any extensions to accreditation end dates. The relevant Primary or Delegated Quality Assurance Functionary should be notified if a record appears to be missing from here.
     
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    All qualifications and part qualifications registered on the National Qualifications Framework are public property. Thus the only payment that can be made for them is for service and reproduction. It is illegal to sell this material for profit. If the material is reproduced or quoted, the South African Qualifications Authority (SAQA) should be acknowledged as the source.