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: 

Identify, operate and maintain the records management system in a Public Sector organization 
SAQA US ID UNIT STANDARD TITLE
113961  Identify, operate and maintain the records management system in a Public Sector organization 
ORIGINATOR
SGB Public Administration and Management 
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY
-  
FIELD SUBFIELD
Field 03 - Business, Commerce and Management Studies Public Administration 
ABET BAND UNIT STANDARD TYPE PRE-2009 NQF LEVEL NQF LEVEL CREDITS
Undefined  Regular  Level 3  NQF Level 03  6 
REGISTRATION STATUS REGISTRATION START DATE REGISTRATION END DATE SAQA DECISION NUMBER
Passed the End Date -
Status was "Registered" 		 2003-12-03  2006-11-16  SAQA 0151/03 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2007-11-16   2010-11-16  

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 is replaced by: 
US ID Unit Standard Title Pre-2009 NQF Level NQF Level Credits Replacement Status
242866  Identify, operate and maintain the records management system in a Public Sector organisation  Level 3  NQF Level 03  6   

PURPOSE OF THE UNIT STANDARD 
This Unit Standard is intended for persons involved with maintaining an accurate and functional record-keeping system in a public sector organisation.

Learners will be able to:
  • Identify legislative and policy and procedure requirements that determine records management in a public sector organisation.
  • Explain the purpose of a records management system in the context of a public sector organisation.
  • Operate a records storage and retrieval system in a public sector organisation. 
    		•

    LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    Persons attempting this Unit standard should be competent in:
  • Communication at NQF Level 2.
  • Mathematical Literacy at NQF Level 2. 
    		•

    UNIT STANDARD RANGE 
    N/A 

    Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Identify legislative and policy and procedure requirements that determine records management. 
    OUTCOME NOTES 
    Identify legislative and policy and procedure requirements that determine records management in a public sector organisation. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    1. Legislation that covers the record-keeping in the department is identified and an explanation given of its impact on the record-keeping system. 

    ASSESSMENT CRITERION 2 
    2. Organisational policies and procedures that cover the record-keeping in the department is identified and an explanation given of its impact on the record-keeping system. 

    SPECIFIC OUTCOME 2 
    Explain the purpose of a records management system in the context of a Public Sector organisation. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    1. An explanation is given of the objectives of a records management programme in terms of meeting the organisation`s internal and external information requirements. 
    ASSESSMENT CRITERION RANGE 
    Objectives may include but are not limited to:
  • Provide accurate and complete information,
  • Process recorded information efficiently,
  • Provide information cost effectively
     
    		•

    SPECIFIC OUTCOME 3 
    Operate a records storage and retrieval system in a Public Sector organisation. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    1. Records are stored and retrieved as and when required in terms of departmental policy and procedures. 
    ASSESSMENT CRITERION RANGE 
    Records storage and retrieval system of own public sector employer organisation; records will include but are not limited to:
  • Hard copy (paper based records),
  • Electronic records (including electronic files and email filing systems), visual or audio media (videos, tapes)
     
    		•

    ASSESSMENT CRITERION 2 
    2. Operation of records system s in accordance with organisational requirements and in the context of the roles and responsibilities of a specific employment situation. 
    ASSESSMENT CRITERION RANGE 
    May include but is not limited to:
  • creation,
  • storage,
  • retrieval,
  • archiving,
  • disposal
     
    		•


    UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS 
    Accreditation for this Unit Standard shall be obtained from the relevant Education and Training Quality Assurance Body, through summative and formative assessment by a registered assessor.
  • Assessors must be registered as an Assessor with the relevant ETQA.
  • Moderators must be registered as assessors with the relevant ETQA, or with an ETQA that has a Memorandum of Agreement with the relevant ETQA.
  • Training providers must be accredited by the relevant ETQA.

    Moderation should include both internal and external moderation where applicable. 
    		•

    UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE 
    The Statutory Framework

    A working knowledge of: statute law affecting the provision of public sector
    services:
  • Public Finance and Management Act or the Municipal Finance Management Act
  • Preferential Procurement Act
  • Black Economic Empowerment Act
  • Labour Relations Act
  • Basic Conditions of Employment Act
  • Acts specific to the public sector organizational context of the learner


    The Organisation

    A detailed understanding of:
  • information flows within the organisation
  • organisational, external agency and employee requirements for information
  • procedures for the security and confidentiality of information
  • sources of information for the resolution of discrepancies. 
    		•

    UNIT STANDARD DEVELOPMENTAL OUTCOME 
    N/A 

    UNIT STANDARD LINKAGES 
    N/A 


    Critical Cross-field Outcomes (CCFO): 

    UNIT STANDARD CCFO IDENTIFYING 
    Learners are able to identify and solve problems using critical and creative thinking processes to operate a records management system efficiently and effectively. 

    UNIT STANDARD CCFO WORKING 
    Learners are able to work effectively with others as a member of a team, group, organization or community in order to operate and maintain a records management system effectively. 

    UNIT STANDARD CCFO ORGANISING 
    Learners are able to organize and manage themselves and their activities responsibly and effectively in order to ensure that records are maintained to organisational standards. 

    UNIT STANDARD CCFO COLLECTING 
    Learners are able to collect, analyse, organise and critically evaluate information relating to the contractual and statutory factors that affect the provision of effective records management services. 

    UNIT STANDARD CCFO COMMUNICATING 
    Learners are able to communicate effectively using visual, mathematical and / or language skills in the modes of oral and / or written persuasion to provide effective and efficient records management services. 

    UNIT STANDARD CCFO SCIENCE 
    The learner is able to use science and technology effectively and critically to use and maintain records to standard. 

    UNIT STANDARD CCFO DEMONSTRATING 
    The learner is able to demonstrate an understanding of the world as a set of interrelated systems by recognizing that problem-solving contexts do not exist in isolation and that both organisational and statutory requirements will have an affect on effective records management. 

    UNIT STANDARD ASSESSOR CRITERIA 
    N/A 

    UNIT STANDARD NOTES 
    This unit standard has been replaced by unit standard 242866, which is "Identify, operate and maintain the records management system in a Public Sector organisation", level 3, 6 credits.

    Supplementary information

    Legal:
  • Labour Relations Act
  • Basic Conditions of Employment Act
  • Occupational Injuries and Diseases Act (OID)
  • Regional Services Council Act (RSC)
  • Income Tax Act and amendments
  • Unemployment insurance Act
    > Skills Development and Skills Development Levy Act. 
    		•

    QUALIFICATIONS UTILISING THIS UNIT STANDARD: 
      ID QUALIFICATION TITLE PRE-2009 NQF LEVEL NQF LEVEL STATUS END DATE PRIMARY OR DELEGATED QA FUNCTIONARY
    Core  48513   National Certificate: Public Administration  Level 3  NQF Level 03  Passed the End Date -
    Status was "Registered"     		 2006-11-16  Was PSETA until Last Date for Achievement 


    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.
     
    NONE 


    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.