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: 

Manage company documentation and records in a social housing institution 
SAQA US ID UNIT STANDARD TITLE
117750  Manage company documentation and records in a social housing institution 
ORIGINATOR
SGB Real Estate 
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY
-  
FIELD SUBFIELD
Field 11 - Services Cleaning, Domestic, Hiring, Property and Rescue Services 
ABET BAND UNIT STANDARD TYPE PRE-2009 NQF LEVEL NQF LEVEL CREDITS
Undefined  Regular  Level 5  Level TBA: Pre-2009 was L5  8 
REGISTRATION STATUS REGISTRATION START DATE REGISTRATION END DATE SAQA DECISION NUMBER
Passed the End Date -
Status was "Registered" 		 2004-12-02  2007-12-02  SAQA 1357/04 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2008-12-02   2011-12-02  

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 unit standard will be useful for people who are responsible for keeping and/or maintaining records and documentation of a social housing institution. This person could be the CEO, the Financial Manager, or a competent person reporting to the CEO, the Financial Manager or a Company Secretary.

In smaller organisations the document management competency may be allocated to a variety of senior staff in an SHI, or this competency may be allocated to one person, typically a company secretary.

Documentation could include registration documents, Board agendas and minutes, external finance and lease agreements, securities, all legal documentation, insurance policies, company policy and procedures documents, staff records, debtors agreements, and the like.

The qualifying learner is capable of:
  • Demonstrating knowledge of corporate governance in order to manage documentation effectively.
  • Developing and communicating filing, retrieval and retention systems for company documentation within applicable legislation.
  • Ensuring a suitable document storage facility is established.
  • Managing document updates and amendments. 
    		•

    LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    It is assumed that people starting to learn towards this standard are able to apply a broad knowledge of the concepts, principles and overall procedures of social housing institutions. 

    UNIT STANDARD RANGE 
  • Social housing includes co-operative and rental housing.
  • Social housing institutions include small, emerging, larger and mature SHIs.
  • Company secretary in this context generally does not imply a Chartered Accountant or Chartered Company Secretary, but a more junior person as appropriate to the social housing context. 
    		•

    Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Demonstrate knowledge of corporate governance and structures in order to manage documentation effectively. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    The organisational structure is drawn and defined. 

    ASSESSMENT CRITERION 2 
    The range of possible legal entities applicable to social housing institutions are identified and described. 

    ASSESSMENT CRITERION 3 
    The functions and roles of the Board and senior management are described in overview. 

    ASSESSMENT CRITERION 4 
    Board meeting procedures and record keeping requirements are described and explained. 

    SPECIFIC OUTCOME 2 
    Develop and communicate filing, retrieval and retention systems for company documentation within applicable legislation. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    The life cycle and flow of the major types of documents in a social housing institution are described. 

    ASSESSMENT CRITERION 2 
    A system that is suitable for cataloguing a social housing institution's documents and records is described, explained and communicated. 

    ASSESSMENT CRITERION 3 
    A system that is suitable for managing the retrieval and accessing of a social housing institution's documents and records is described, explained and communicated. 

    ASSESSMENT CRITERION 4 
    A system for monitoring retention periods of a social housing institution's documents and maintaining archives is described, explained and communicated. 

    ASSESSMENT CRITERION 5 
    Possible problems with managing documents and records in the social housing context are anticipated and described and appropriate solutions proposed. 

    ASSESSMENT CRITERION 6 
    Systems for managing documents and records in a social housing institution comply with legislation. 

    SPECIFIC OUTCOME 3 
    Ensure a suitable document storage facility is established. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    Company policy regarding safety and security of documents is described. 

    ASSESSMENT CRITERION 2 
    The layout and physical characteristics of a suitable document storage facility are described and explained. 

    ASSESSMENT CRITERION 3 
    A procedure for maintaining backups of critical documents is described and communicated. 
    ASSESSMENT CRITERION RANGE 
    Backups can include hard copy, electronic and/or other, as appropriate.
     

    SPECIFIC OUTCOME 4 
    Manage document updates and amendments. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    The management of documentation dealing with amendments to members of the company and directors of the Board is described for various legal entities in social housing. 

    ASSESSMENT CRITERION 2 
    Management of documentation relating to amendments to all beneficiary contracts is described and explained. 
    ASSESSMENT CRITERION RANGE 
    Lease agreements, sale agreements, and co-operative membership agreements.
     

    ASSESSMENT CRITERION 3 
    Management of documentation relating to company matters is described and explained. 
    ASSESSMENT CRITERION RANGE 
    External lease agreements, finance agreements, insurance policies etc.
     

    ASSESSMENT CRITERION 4 
    A system for ensuring the return and administration of amended documents is described and communicated. 


    UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS 
  • Anyone assessing a learner against this unit standard must be registered as an assessor with the relevant accredited Education and Training Quality Assurance Body (ETQA), or with an ETQA that has a Memorandum of Agreement with the relevant ETQA.
  • 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 accredited ETQA.
  • Moderation of assessment will be overseen by the relevant accredited ETQA according to the moderation guidelines in the relevant qualification and the agreed ETQA procedures.
  • Moderators must be registered as assessors with the relevant ETQA, or with an ETQA that has a Memorandum of Agreement with the relevant ETQA.
  • Therefore, 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 accredited ETQA. 
    		•

    UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE 
    Knowledge considered to be critical evidence of competence is included in the assessment criteria explicitly, or can be inferred by performance. This includes:
  • Understanding of the requirements of the Companies Act, housing legislation and other legislation governing management of documentation.
  • Basic knowledge of library cataloguing and retrieval systems and procedures. 
    		•

    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 relating to document management. 

    UNIT STANDARD CCFO WORKING 
    Learners are able to work effectively with others as a member of a team, particularly in gaining the co-operation of all staff in relation to responsible handling of documentation. 

    UNIT STANDARD CCFO ORGANISING 
    Learners are able to organise and manage themselves and their own activities in relation to setting up document management systems. 

    UNIT STANDARD CCFO COLLECTING 
    Learners are able to collect, organise and critically evaluate information related to the document management requirements of the organisation. 

    UNIT STANDARD CCFO COMMUNICATING 
    Learners are able to communicate effectively both verbally and in writing with all staff around document management systems and requirements. 

    UNIT STANDARD CCFO SCIENCE 
    The learner is able to use science and technology effectively, critically and responsibly, for example cataloguing and document management systems. 

    UNIT STANDARD CCFO DEMONSTRATING 
    Learners are able to demonstrate an understanding of the world as a set of related systems so that the effectiveness of document management in the organisation is seen as part of the overall effectiveness of the organisation in its mission to provide quality, affordable housing. 

    UNIT STANDARD ASSESSOR CRITERIA 
    N/A 

    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
    Elective  58246   Bachelor of Human Settlements Development  Level 6  Level TBA: Pre-2009 was L6  Passed the End Date -
    Status was "Reregistered"     		 2018-06-30   


    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.