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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 organisation 
SAQA US ID UNIT STANDARD TITLE
242866  Identify, operate and maintain the records management system in a Public Sector organisation 
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 "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 replaces: 
US ID Unit Standard Title Pre-2009 NQF Level NQF Level Credits Replacement Status
113961  Identify, operate and maintain the records management system in a Public Sector organization  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.

The qualifying leaner s capable of:
  • Identifying legislative and policy and procedure requirements that determine records management in a public sector organisation.
  • Explaining the purpose of a records management system in the context of a public sector organisation.
  • Operating a records storage and retrieval system in a public sector organisation.
  • Maintaining 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 in a public sector organisation. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 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 
    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. 

    ASSESSMENT CRITERION 3 
    Different types of documents and their retention requirements are listed and understood. 

    ASSESSMENT CRITERION 4 
    The rational for record management is explained and understood. 

    ASSESSMENT CRITERION 5 
    The consequences of poor records management are explained in relation to the functions of the public service organisation and the responsible employees. 

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

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 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 include, but are not limited to, provide accurate and complete information, process recorded information efficiently, provide information cost effectively.
     

    ASSESSMENT CRITERION 2 
    The purpose of managing records effectively is explained with examples. 
    ASSESSMENT CRITERION RANGE 
    Purposes include, but are not limited to, evidence, legal requirements, archive, and history.
     

    ASSESSMENT CRITERION 3 
    The purpose of various retention periods in respect of document management is understood and explained. 

    ASSESSMENT CRITERION 4 
    The constitutional issues relating to document management are understood and explained. 
    ASSESSMENT CRITERION RANGE 
    Issues include, but are not limited to, privacy, legal process, and public information rights.
     

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

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    Records are stored and retrieved as and when required in terms of departmental policy and procedures. 
    ASSESSMENT CRITERION RANGE 
    Records 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 
    Operation of records systems in accordance with organisational requirements and in the context of the roles and responsibilities of a specific employment situation. 
    ASSESSMENT CRITERION RANGE 
    Operation include, but are not limited to, creation, storage, retrieval, archiving, disposal.
     

    ASSESSMENT CRITERION 3 
    Technology used in records management is described and operation is understood. 

    ASSESSMENT CRITERION 4 
    Sources of help are listed and sought when specific features of system used are not understood. 

    SPECIFIC OUTCOME 4 
    Maintain a records storage and retrieval system in a public sector organisation. 

    ASSESSMENT CRITERIA     

    ASSESSMENT CRITERION 1 
    The maintenance functions of records management systems are understood and explained. 

    ASSESSMENT CRITERION 2 
    Records management security policies are understood and explained. 

    ASSESSMENT CRITERION 3 
    The objectives and purpose of records management security policies are understood and explained. 

    ASSESSMENT CRITERION 4 
    The importance of data integrity within a record management maintenance process are understood and explained. 


    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 learner must demonstrate a working understanding of the statutory, regulatory and other frameworks affecting the provision of public sector services to the extent relevant to identify, operate and maintain the records management system in a Public Sector organisation. These frameworks include, but are not limited to:
  • Batho Pele
  • Public Service Act
  • Public Finance and Management Act
  • Municipal Finance Management Act
  • Constitution
  • Preferential Procurement Act
  • Access to information Act
  • Black Economic Empowerment Act
  • Labour Relations Act
  • Employment Equity Act
  • Basic Conditions of Employment Act
  • Acts specific to the public sector organizational context of the learner

    The learner must demonstrate an understanding of relevant organisational requirement relevant Identify, operate and maintain the records management system in a Public Sector organisation, which requirements include, but are not limited to:
  • Information sources
  • Information flow within the organisation
  • Internal organisation policy, procedure and guidelines
  • Information requirements
  • Information security 
    		•

    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 interpret customer needs and expectations. 

    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 gather all the necessary information required to address customer enquiries effectively. 

    UNIT STANDARD CCFO ORGANISING 
    Learners are able to organize and manage themselves and their activities responsibly and effectively in order to ensure that all customer-related tasks are completed to organisational requirements on time and to standard. 

    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 capacity to respond appropriately to customer enquiries. 

    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 timely, satisfactory and appropriate responses to customer enquiries. 

    UNIT STANDARD CCFO SCIENCE 
    Learners are able to use science and technology effectively and critically in responding appropriately to customer enquiries. 

    UNIT STANDARD CCFO DEMONSTRATING 
    Learners are 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 the provision of appropriate responses to customer enquiries. 

    UNIT STANDARD CCFO CONTRIBUTING 
    Participating as responsible citizens in the life of local, national and global communities by analysing budgetary requirements in compliance with legislation. 

    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 
    This unit standard replaces unit standard 113961, which is "Identify, operate and maintain the records management system in a Public Sector organization, level 3, 6 credits. 

    QUALIFICATIONS UTILISING THIS UNIT STANDARD: 
      ID QUALIFICATION TITLE PRE-2009 NQF LEVEL NQF LEVEL STATUS END DATE PRIMARY OR DELEGATED QA FUNCTIONARY
    Core  57804   National Certificate: Public Administration  Level 3  NQF Level 03  Passed the End Date -
    Status was "Reregistered"     		 2023-06-30  PSETA 
    Elective  64069   Further Education and Training Certificate: Archives and Records Management  Level 4  NQF Level 04  Passed the End Date -
    Status was "Reregistered"     		 2023-06-30  ETDP 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.
     
    1. Faranang Business and Training Solutions PTY(LTD) 
    2. NTI College 
    3. Petra institute of Development (PTY) Ltd 


    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.