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 utilise municipal administrative procedures and principles to manage records within a municipal information system 
SAQA US ID UNIT STANDARD TITLE
123455  Develop and utilise municipal administrative procedures and principles to manage records within a municipal information system 
ORIGINATOR
SGB Administration 
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-Fundamental  Level 4  NQF Level 04  10 
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 
Learners credited with this unit standard are able to generate and conduct administration functions to ensure that records are well kept and maintained. This standard will also add value to public officials who are seeking to develop a career pathway towards an accomplished public finance management and administration specialist.

The qualifying learner is capable of:
  • Explaining records management in the context of municipal management information system.
  • Designing a records retention programme for a municipality.
  • Recommending records protection and disaster recovery procedures.
  • Applying filing systems in electronic records management. 
    		•

    LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    It is assumed that the learner is competent in:
  • Communication at NQF Level 3, or equivalent.
  • Mathematical Literacy at NQF Level 3, or equivalent.
  • Computer Literacy at NFF Level 3, or equivalent. 
    		•

    UNIT STANDARD RANGE 
    N/A 

    Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Explain records management in the context of municipal management information system. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    Records management is described and explained in the context of information systems for municipalities. 

    ASSESSMENT CRITERION 2 
    The components of a formally established records management programme are listed and described to justify good records management practices. 

    ASSESSMENT CRITERION 3 
    Differences among the major methods used in management records in a municipality are identified to improve municipal management information system. 

    ASSESSMENT CRITERION 4 
    The concept and importance of knowledge management is described with examples related to records management. 

    SPECIFIC OUTCOME 2 
    Describe a records retention programme for a municipality. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    Operational and legal benefits of established records retention programme are explained to support sound management information system. 

    ASSESSMENT CRITERION 2 
    Steps involved in planning and development of a records retention programme are described to develop a sound information system. 

    ASSESSMENT CRITERION 3 
    The legal issues of records management retention programme are deccribed with reference to access to information legislation. 

    ASSESSMENT CRITERION 4 
    Principles and practices of records retention decision making are described to demonstrated an understanding generally recognised practices associated with municipal record keeping. 

    SPECIFIC OUTCOME 3 
    Recommend records protection and disaster recovery procedures. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    The need for important records and disaster recovery plan is explained with examples. 

    ASSESSMENT CRITERION 2 
    Procedures used by municipality identify vital or important records are described with reference information safety and reliability. 

    ASSESSMENT CRITERION 3 
    Concepts and techniques of protecting vital records in a municipality are explained with examples which support improved information management processes. 

    ASSESSMENT CRITERION 4 
    Guidelines for developing vital records operating procedures are identified and used according to standard operating procedures to support recover of data following a risk incident. 

    SPECIFIC OUTCOME 4 
    Apply filing systems in electronic records management. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    Objectives of a municipal filing system are identified with reference to decision needs. 

    ASSESSMENT CRITERION 2 
    The difference between direct and indirect file access systems are enumerated and explained in the context of an acceptable coding system. 

    ASSESSMENT CRITERION 3 
    The arrangements, purposes and features of different classification systems are enumerated and compared against requirements to understand filing systems used by municipalities. 
    ASSESSMENT CRITERION RANGE 
    Different classification systems includes but are not limited to criteria for indexing, functions of an index, different classification systems, primary tools for identifying records, maintenance of archives.
     

    ASSESSMENT CRITERION 4 
    Common filing problems are identified and identified to proceed solutions for safeguarding confidential reports. 

    ASSESSMENT CRITERION 5 
    Records management software relevant to municipal environment is described and evaluated for adequacy against requirements. 


    UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS 
  • Any individual wishing to be assessed (including through RPL) against this unit standard may apply to an assessment agency, assessor or provider institution accredited by the relevant ETQA, or an ETQA that has a Memorandum of Understanding with the relevant ETQA.
  • Anyone assessing a learner against this unit standard must be registered as an assessor with the relevant ETQA, or an ETQA that has a Memorandum of Understanding with the relevant ETQA.
  • Any institution offering learning that will enable achievement of this unit standard or assessing this unit standard must be accredited as a provider with the relevant ETQA, or an ETQA that has a Memorandum of Understanding with the relevant ETQA.
  • Moderation of assessment will be conducted by the relevant ETQA at its discretion. 
    		•

    UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE 
    The learner must demonstrate an understanding of:
  • Communications procedures that apply in the municipal sector.
  • Advanced interpersonal skills and conflict management.
  • Community needs assessment tools.
  • Writing skills.
  • Oral communication skills.
  • Conflict management.
  • Understanding different personality styles in the communications process. 
    		•

    UNIT STANDARD DEVELOPMENTAL OUTCOME 
    N/A 

    UNIT STANDARD LINKAGES 
    N/A 


    Critical Cross-field Outcomes (CCFO): 

    UNIT STANDARD CCFO IDENTIFYING 
    Identify and solve problems using critical and creative thinking processes to design a record retention programme. 

    UNIT STANDARD CCFO WORKING 
    Work effectively with others as a member of a team, group, organisation or community to ensure that all records management factors are catered for to ensure its smooth functioning. 

    UNIT STANDARD CCFO ORGANISING 
    Organise and manage oneself and one's activities responsibly and effectively in order to proactively design and maintain records keeping systems. 

    UNIT STANDARD CCFO COLLECTING 
    Collect, analyse, organise and critically evaluate information in order to determine records retention programme requirements. 

    UNIT STANDARD CCFO COMMUNICATING 
    Communicate effectively using visual, mathematical and/or language in the modes of oral and/or written persuasion to explain records management in the context of municipal management information systems. 

    UNIT STANDARD CCFO SCIENCE 
    Use science and technology effectively and critically, showing responsibility to the environment and health of others in applying filing systems and record retention programmes in electronic format. 

    UNIT STANDARD CCFO DEMONSTRATING 
    Demonstrate an understanding of the world as a set of interrelated systems by recognising that problem-solving contexts relating to records management not exist in isolation. 

    UNIT STANDARD CCFO CONTRIBUTING 
    Participating as responsible citizens in the life of local, national and global communities by analysing the needs of stakeholders and integrating the fundamental principles of records management and information systems for into service delivery processes. 

    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  50372   Further Education and Training Certificate: Municipal Finance and Administration  Level 4  NQF Level 04  Passed the End Date -
    Status was "Reregistered"     		 2023-06-30  LG SETA 


    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.