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: 

Process, organize and maintain workplace information 
SAQA US ID UNIT STANDARD TITLE
254242  Process, organize and maintain workplace information 
ORIGINATOR
SGB Sport, Recreation & Fitness 
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY
-  
FIELD SUBFIELD
Field 02 - Culture and Arts Sport 
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 
This unit standard introduces the learner to the methods and procedures to collect, process, maintain and review workplace information within the context of an organisations work processes and information management system. Learners will learn how to maintain filing and record systems.

The qualifying learner is capable of:
  • Collecting and assessing information.
  • Processing and Organising information.
  • Maintaining information systems.
  • Reviewing information needs. 

  • LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
  • Communication at NQF Level 4.
  • Computer skills at NQF Level 4. 

  • UNIT STANDARD RANGE 
    Legislation, codes and national standards relevant to the workplace:
  • Award and enterprise agreements and relevant industrial instruments.
  • Relevant legislation from all levels of government that affects business operation, especially in regard to Occupational Health and Safety and environmental issues.
  • Equal opportunity, industrial relations and antidiscrimination.
  • Relevant industry codes of practice.

    Information held by the organization may include:
  • Correspondence: Faxes, memos, letters, email.
  • Computer databases: Library catalogue, customer records.
  • Computer files: Letters, memos, other documents.
  • Sales records: Monthly forecasts, targets achieved.
  • Forms: Insurance forms, membership and indemnity forms.
  • Invoices: From suppliers to debtors.
  • Personnel records: Personal details, salary rates.
  • Financial figures.
  • Project targets.

    Organisational requirements may include:
  • Quality assurance and/or standard operating procedures manuals.
  • Security and confidentiality requirements.
  • Legal and organisational policy/guidelines and requirements.
  • Management and accountability channels.
  • Code of Conduct/Code of Ethics.
  • Procedures for updating records.
  • Occupational Health and Safety policies, procedures and programs.
  • Information protocols.

    Methods used for collection may include:
  • Interviews with colleagues/customers.
  • Recruitment applications and other forms.
  • Classification tools.
  • Information from other organizations.
  • Previous file records.
  • Observation and listening.
  • Checking written material including referrals and client files.
  • Questioning (in person or indirect).
  • Individual research.
  • Checking research provided by other.

    Interpersonal skills may include:
  • Using appropriate body language.
  • Summarising and paraphrasing.
  • Networking.
  • Consultation methods, techniques and protocols.
  • Seeking feedback from group members to confirm understanding.

    Suitable format of information may include:
  • Using tables and charts.
  • Using a particular software application.
  • Incorporating graphics and pictures.
  • Adding headers and footers.
  • Use of legends.
  • Inserting symbols.

    Business equipment/technology may include:
  • Photocopier.
  • Computer.
  • Email.
  • Internet/extranet/intranet.
  • Shredder.
  • Answering machine.
  • Fax machine.
  • Telephone.

    Designated persons may include:
  • Supervisor.
  • Clients.
  • Colleagues.
  • External agencies.
  • Committee.
  • Line management.
  • Statutory bodies.

    Feedback on sufficiency of information could be obtained from:
  • Customer satisfaction questionnaires.
  • Audit documentation and reports.
  • Quality assurance data.
  • Returned goods.
  • Comments from clients and colleagues. 

  • Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Collect and assess information gathered. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    The Collection of information is timely and is suitable for analysis, decision making and the development of plans, strategies and options of the organisation. 

    ASSESSMENT CRITERION 2 
    Business equipment/technology available in the work area is used to obtain information effectively. 

    ASSESSMENT CRITERION 3 
    Organisational requirements relating to security and confidentiality are applied to information handling. 

    ASSESSMENT CRITERION 4 
    Information held by the organisation on products and services is assessed for accuracy and relevance to organisational requirements. 

    ASSESSMENT CRITERION 5 
    Methods of collecting information are reliable and make efficient use of available time and resources. 

    ASSESSMENT CRITERION 6 
    Information collection is participative and uses appropriate interpersonal skills to access relevant data from individuals and team members. 

    SPECIFIC OUTCOME 2 
    Process and organize information collected. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Business equipment/technology is used to process and maintain information in accordance with organisational requirements. 

    ASSESSMENT CRITERION 2 
    Information is processed in accordance with defined timeframes, guidelines and procedures. 

    ASSESSMENT CRITERION 3 
    Information is updated, modified and filed in accordance with organisational requirements. 

    ASSESSMENT CRITERION 4 
    Information is collated and dispatched in accordance with specified timeframes and organisational requirements. 

    ASSESSMENT CRITERION 5 
    Information is organised in a format suitable for analysis, interpretation and dissemination in accordance with organisational requirements. 

    ASSESSMENT CRITERION 6 
    Information and materials are communicated to relevant designated persons. 

    ASSESSMENT CRITERION 7 
    Difficulties organising and accessing information are identified and solved collaboratively with individuals and team members. 

    ASSESSMENT CRITERION 8 
    Information is updated and stored in accordance with organizational requirements. 

    SPECIFIC OUTCOME 3 
    Maintain information systems. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Information and filing systems are maintained in accordance with organisational requirements. 

    ASSESSMENT CRITERION 2 
    Inactive or dead files are identified, removed and/or relocated in accordance with organizational requirements. 

    ASSESSMENT CRITERION 3 
    New files are established and assembled in accordance with organizational requirements. 

    ASSESSMENT CRITERION 4 
    Reference and index systems are updated in accordance with organisational requirements. 

    SPECIFIC OUTCOME 4 
    Review information needs. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Feedback on sufficiency of information is actively sought and gathered to ensure relevance of information in accordance with organisational requirements. 

    ASSESSMENT CRITERION 2 
    Contribution of information to decision-making is reviewed and appropriate modifications to collections processes are implemented. 

    ASSESSMENT CRITERION 3 
    Future information needs are identified and incorporated in modifications to collection processes. 

    ASSESSMENT CRITERION 4 
    Future information needs are documented and incorporated in modifications to reporting processes. 


    UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS 
  • This Unit Standard will be assessed by an assessor and moderated by a moderator registered with the relevant accredited ETQA.
  • Assessors should be in possession of a relevant qualification that is at least one level higher than the level of this unit standard.
  • Training providers must be accredited by a relevant ETQA.
  • Assessment should include both formative and summative assessment. 

  • UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE 
    N/A 

    UNIT STANDARD DEVELOPMENTAL OUTCOME 
    N/A 

    UNIT STANDARD LINKAGES 
    N/A 


    Critical Cross-field Outcomes (CCFO): 

    UNIT STANDARD CCFO IDENTIFYING 
    The learner is able to identify and solve problems and make decisions to store and dispatch information. 

    UNIT STANDARD CCFO ORGANISING 
    The learner is able to organise activities and information and to collate, store and dispatch information. 

    UNIT STANDARD CCFO COLLECTING 
    The learner is able to collect, organise and critically evaluate information and systems in accordance with organizational requirements. 

    UNIT STANDARD CCFO DEMONSTRATING 
    The learner is able to see the world as a set of related systems by working together as a team and using technology. 

    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
    Fundamental  60289   National Certificate: Community Recreation  Level 5  Level TBA: Pre-2009 was L5  Reregistered  2023-06-30  CATHSSETA 


    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.