SAQA All qualifications and unit standards 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: 

Create, maintain and update record keeping systems 
SAQA US ID UNIT STANDARD TITLE
115855  Create, maintain and update record keeping systems 
ORIGINATOR ORIGINATING PROVIDER
SGB Generic Management   
QUALITY ASSURING BODY
-  
FIELD SUBFIELD
Field 03 - Business, Commerce and Management Studies Generic Management 
ABET BAND UNIT STANDARD TYPE OLD NQF LEVEL NEW NQF LEVEL CREDITS
Undefined  Regular-Fundamental  Level 5  New Level Assignment Pend.  5 
REGISTRATION STATUS REGISTRATION START DATE REGISTRATION END DATE SAQA DECISION NUMBER
Reregistered  2007-10-30  2010-10-30  SAQA 0160/05 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2011-10-30   2014-10-30  

In all of the tables in this document, both the old and the new NQF Levels are shown. In the text (purpose statements, qualification rules, etc), any reference to NQF Levels are to the old 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 
The person credited with this Unit Standard will be able to create and maintain an effective record keeping system in a business environment. The learner will be able to use this knowledge and skill to provide advice on record keeping systems to the business they are working in

The qualifying learner is capable of:
  • Explaining why companies record and keep information
  • Describing the type of records used in a specific business sector
  • Locating and providing records to users on request
  • Creating a record keeping system
  • Maintaining and updating the record keeping system 
    		•

    LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    It is assumed that learners accessing this qualification are competent in:
  • Computer Literacy at NQF Level 3
  • Mathematical Literacy at NQF Level 4
  • Accountancy and Communications at NQF level 4 or its equivalent 
    		•

    UNIT STANDARD RANGE 
  • Record keeping system will include computer systems and manual systems.
  • Data will include system information, client information and product information. 
    		•

    Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Explain why companies record and keep information. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    The reason for recording information is explained with reference to actual documentation used in a business context. 

    ASSESSMENT CRITERION 2 
    The type of information contained in records is explained in line with practices in a specific organisation. 

    ASSESSMENT CRITERION 3 
    Methods of creating records using different types of technology are named with examples. 

    SPECIFIC OUTCOME 2 
    Describe the type of records that are used in a specific business sector. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    The different types of records used by a specific organisation are identified and explained with examples. 

    ASSESSMENT CRITERION 2 
    Information contained in a contract, agreement or quotation is explained with reference to a named document. 

    ASSESSMENT CRITERION 3 
    The purpose of maintaining a record of contracts, agreements and quotations is described with reference to legislative and organisational requirements. 

    ASSESSMENT CRITERION 4 
    The importance of recording client specific details is known and explained with examples from one's own business sector in line with organisational requirements. 

    ASSESSMENT CRITERION 5 
    The purpose of recording changes to contracts, agreements and quotations is explained with reference to different circumstances and legislative and organisational requirements. 

    SPECIFIC OUTCOME 3 
    Locate and provide records to users on request. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    Required records are located using correct organisational procedures. 

    ASSESSMENT CRITERION 2 
    Requested data is located, accessed and retrieved from the records. 

    ASSESSMENT CRITERION 3 
    Confidential records are given only to authorised people and confidentiality practices are implemented according to company procedures. 

    ASSESSMENT CRITERION 4 
    The record retrieval process is specified and followed as per requirements. 

    SPECIFIC OUTCOME 4 
    Create a record keeping system. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    The Requirements of the organisation related to record keeping are determined through research. 

    ASSESSMENT CRITERION 2 
    A record keeping system is created ensuring that it is cost effective, practical and user-friendly. 

    ASSESSMENT CRITERION 3 
    The implementation of the record keeping system is monitored and recommendations made as to amendments which need to be made to aid effectiveness and efficiency of the system. 

    SPECIFIC OUTCOME 5 
    Maintain and update the record keeping system. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    The Record keeping system is monitored and reviewed to comply with company standards and requirements. 

    ASSESSMENT CRITERION 2 
    The record keeping system is updated to meet new developments in the organisation and/or needs of the employees. 

    ASSESSMENT CRITERION 3 
    Problems with the record keeping system are resolved using appropriate techniques or referred to outside agencies who can solve the problem. 


    UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS 
  • An 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 
  • Record keeping systems
  • Administration procedures
  • The principles of confidentiality and security
  • The different types of records specific to a business sector 
    		•

    UNIT STANDARD DEVELOPMENTAL OUTCOME 
    N/A 

    UNIT STANDARD LINKAGES 
    N/A 


    Critical Cross-field Outcomes (CCFO): 

    UNIT STANDARD CCFO IDENTIFYING 
    Identify and solve problems, which are directly related to an organisation's administration and record keeping system. 

    UNIT STANDARD CCFO WORKING 
    Work effectively with others in the process of creating, maintaining and updating record keeping systems within an organisation. 

    UNIT STANDARD CCFO ORGANISING 
    Organise and manage oneself and one's activities responsibly and effectively and responsibly by ensuring that records are stored correctly. 

    UNIT STANDARD CCFO COLLECTING 
    Collect, analyse, organise and critically evaluate information pertaining to record keeping and record keeping maintenance. 

    UNIT STANDARD CCFO SCIENCE 
    Using science and technology effectively in the pursuit of effective and efficient record keeping systems. 

    UNIT STANDARD CCFO DEMONSTRATING 
    Demonstrating an understanding of the world as a set of related systems by recognising the implications to the organisation should any document go missing or is misplaced. 

    QUALIFICATIONS UTILISING THIS UNIT STANDARD: 
      ID QUALIFICATION TITLE OLD LEVEL NEW LEVEL STATUS END DATE QUALITY ASSURING BODY
    Core  65229   Further Education and Training Certificate: Animal Protection  Level 4  NQF Level 04  Registered  2012-03-12   
    Core  61609   Further Education and Training Certificate: Volunteer Support  Level 4  NQF Level 04  Registered  2011-06-11  As per Learning Programmes recorded against this Qual 
    Core  66190   National Certificate: Adventure Based Learning  Level 5  New Level Assignment Pend.  Registered  2012-05-13  THETA 
    Core  48886   National Certificate: Business Advising  Level 5  New Level Assignment Pend.  Reregistered  2010-10-30  SERVICES 
    Core  57651   National Certificate: Forensic Science  Level 5  New Level Assignment Pend.  Reregistered  2012-09-01  SAS SETA 
    Core  50245   National Certificate: Maintenance Coordination  Level 5  New Level Assignment Pend.  Registered  2012-07-29  TETA 
    Core  49597   National Certificate: Paralegal Practice  Level 5  New Level Assignment Pend.  Reregistered  2012-01-27  SAS SETA 
    Core  60309   National Certificate: Sport Management  Level 5  New Level Assignment Pend.  Registered  2011-03-12  THETA 
    Core  49277   National Diploma: Braille Practice  Level 5  New Level Assignment Pend.  Reregistered  2011-04-01  ETDP SETA 
    Fundamental  50438   National Certificate: Immigration Services  Level 5  New Level Assignment Pend.  Passed the End Date -
    Status was "Registered"     		 2009-06-29  PSETA until Last Date for Achievement 
    Fundamental  60070   National Certificate: Inspection and Assessment (Non-Metallics)  Level 5  New Level Assignment Pend.  Registered  2011-03-12  MERSETA 
    Fundamental  58802   National Diploma: Disability Employment Practice  Level 5  New Level Assignment Pend.  Passed the End Date -
    Status was "Registered"     		 2010-08-16  SABPP 
    Elective  72050   Further Education and Training Certificate: Pharmacist Assistance  Level 4  NQF Level 04  Registered  2011-08-20  As per Learning Programmes recorded against this Qual 
    Elective  59325   National Certificate: Environmental Noise Control  Level 5  New Level Assignment Pend.  Registered  2010-11-28  LG SETA 
    Elective  59201   National Certificate: Generic Management  Level 5  New Level Assignment Pend.  Registered  2010-11-28  As per Learning Programmes recorded against this Qual 
    Elective  66869   National Certificate: Home Affairs Services  Level 5  New Level Assignment Pend.  Registered  2012-09-09  PSETA 
    Elective  60549   National Diploma: Aeronautical Information Management Practice  Level 5  New Level Assignment Pend.  Registered  2011-04-09  TETA 
    Elective  49710   National Diploma: Development Practice  Level 5  New Level Assignment Pend.  Reregistered  2011-09-30  ETDP SETA 
    Elective  59304   National Diploma: Freight Forwarding and Customs Compliance  Level 5  New Level Assignment Pend.  Registered  2010-11-28  TETA 
    Elective  63369   National Diploma: Trade Union Practice  Level 5  New Level Assignment Pend.  Registered  2011-11-26  ETDP SETA 
    Elective  66109   National Diploma: Aircraft Performance Engineering  Level 6  New Level Assignment Pend.  Registered  2012-05-13  TETA 


    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 Quality Assuring Bodies 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 Quality Assuring Body should be notified if a record appears to be missing from here.
     
    1. ARCELOR MITTAL SA 
    2. BATHOKWA LABOUR LAW AND HR CONSULTANTS 
    3. CAPE ADMINISTRATIVE ACADEMY 
    4. DEVELOPMENT INSTITUTE AND TRAINING ACADEMY OF SOUTHERN AFRICA 
    5. EMINI INVESTMENTS CC 
    6. ICANDO 
    7. IN TOTO LEGAL AND CORPORATE SERVICES 
    8. ISA PELE LEGAL TRAINING CC 
    9. KNOWLEDGE QUEST PTY LTD 
    10. LEGAL EAGLES ACADEMY 
    11. LEGALWISE 
    12. MATLAFALANG TRAINING CC 
    13. N MAHARAJ ATTORNEY 
    14. PARALEGAL ACADEMY OF SOUTH AFRICA 
    15. PATRICK MTOLO 
    16. QUBELISA ENTERPRISE EMPOWERMENT AND TRAINING 
    17. RED SOIL TRADING ENTERPRISE CC 
    18. RICHARD LANGA INCORPORATED CC 
    19. SANAMIK FINANCIAL TRAINING AND SERVICES 
    20. WARDLE NDHLELA AND MAHLANGU CONSULTANTS 


    All qualifications and unit standards 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.