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: 

Manage documentation and records within a quality management system 
SAQA US ID UNIT STANDARD TITLE
263394  Manage documentation and records within a quality management system 
ORIGINATOR
SGB Generic Management 
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY
-  
FIELD SUBFIELD
Field 03 - Business, Commerce and Management Studies Generic Management 
ABET BAND UNIT STANDARD TYPE PRE-2009 NQF LEVEL NQF LEVEL CREDITS
Undefined  Regular  Level 5  Level TBA: Pre-2009 was L5 
REGISTRATION STATUS REGISTRATION START DATE REGISTRATION END DATE SAQA DECISION NUMBER
Reregistered  2018-07-01  2023-06-30  SAQA 06120/18 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2024-06-30   2027-06-30  

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 achieving with this Unit Standard will understand the importance of and be able to apply documentation management within the quality management environment.

Learners credited with this standard will be able to:
  • Develop new and/or amend existing document.
  • Manage documents.
  • Manage records. 

  • LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    It is assumed that the learner has the following knowledge and skills:
  • Communication at NQF Level 4. 

  • UNIT STANDARD RANGE 
    Documentation includes both electronic and manual documents. 

    Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Develop new and/or amend existing document. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    The differences between a document and a record is explained in terms of the way in which they are managed within an organisation. 

    ASSESSMENT CRITERION 2 
    The types of documents are described in terms of the differences and roles in the organisation. 
    ASSESSMENT CRITERION RANGE 
    Documentation includes but is not limited policies, procedures, instructions, forms, manuals.
     

    ASSESSMENT CRITERION 3 
    Existing documentation is reviewed based on procedure. 

    ASSESSMENT CRITERION 4 
    Existing documentation is reviewed and revised in order to determine if new documentation is required to comply with requirements. 
    ASSESSMENT CRITERION RANGE 
    Requirements include but are not limited to organisational, statutory and regulatory requirements will come from the audit standards.
     

    ASSESSMENT CRITERION 5 
    The documentation is approved according to organisational procedure. 

    SPECIFIC OUTCOME 2 
    Manage documents. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    The document control register is updated according to organisational procedure. 
    ASSESSMENT CRITERION RANGE 
    Update involves the master record index, document descriptions, document revision number, status and relevant versions.
     

    ASSESSMENT CRITERION 2 
    A distribution list is prepared from identified users and the documents are issued. 

    ASSESSMENT CRITERION 3 
    The document is managed in terms of storage, retrieval, distribution, traceability and legibility. 
    ASSESSMENT CRITERION RANGE 
    An explanation is given of the prevention of unintended destruction of document.
     

    ASSESSMENT CRITERION 4 
    An explanation is given of the prevention of unintended destruction of document. 

    ASSESSMENT CRITERION 5 
    Documents are identified for knowledge preservation. 

    SPECIFIC OUTCOME 3 
    Manage records. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Records are identified according to organisational procedure. 

    ASSESSMENT CRITERION 2 
    Records are maintained for reference purposes. 

    ASSESSMENT CRITERION 3 
    Records are controlled in terms of procedure. 
    ASSESSMENT CRITERION RANGE 
    Controlled refers but is not limited to include storage protection, retention, retrieval and legibility and disposal.
     


    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 with 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 with 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 
    Organisational, statutory and regulatory requirements. 

    UNIT STANDARD DEVELOPMENTAL OUTCOME 
    N/A 

    UNIT STANDARD LINKAGES 
    N/A 


    Critical Cross-field Outcomes (CCFO): 

    UNIT STANDARD CCFO WORKING 
    Work effectively with others as a member of a team, group, organisation, community to:
  • Develop and/or amend documents.
  • Establish records. 

  • UNIT STANDARD CCFO ORGANISING 
    Organise and manage oneself and one's activities responsively and effectively when:
  • Assessing documents.
  • Developing and/or amending documents.
  • Controlling documents.
  • Establishing records. 

  • UNIT STANDARD CCFO COLLECTING 
    Collect, analyse, organise and critically evaluate information to:
  • Assess documents. 

  • UNIT STANDARD CCFO COMMUNICATING 
    Communicate effectively using visual, mathematical and/or language skills in the modes of oral and/or written presentation to:
  • Developing and/or amending documents.
  • Controlling documents.
  • Establishing records. 

  • 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  66189   National Certificate: Quality Management Systems  Level 5  Level TBA: Pre-2009 was L5  Reregistered  2023-06-30  SERVICES 


    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.