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SOUTH AFRICAN QUALIFICATIONS AUTHORITY 
REGISTERED UNIT STANDARD: 

Demonstrate knowledge of concepts, terminology and ethics applicable to archives and records management 
SAQA US ID UNIT STANDARD TITLE
259477  Demonstrate knowledge of concepts, terminology and ethics applicable to archives and records management 
ORIGINATOR
SGB Archives and Records Management 
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY
-  
FIELD SUBFIELD
Field 04 - Communication Studies and Language Communication Studies 
ABET BAND UNIT STANDARD TYPE PRE-2009 NQF LEVEL NQF LEVEL CREDITS
Undefined  Regular  Level 4  NQF Level 04 
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 
The person credited with this unit standard is able to perform his/her duties in accordance with the code of ethics applicable to archival and recordkeeping practices and will also be able to give definitions pertaining to key archival and records management terminology. The learner will also be able to explain and interpret the code of ethics for archives and record managers and perform duties in accordance with this code of ethics. Learners will also be able to define and understand terminology with regards to records management and the archival profession.

The qualifying learner is capable of:
  • Demonstrating an understanding of the code of ethics for archives and records management.
  • Explaining and defining the concepts of records management.
  • Explaining and defining the key concepts of archival management. 

  • LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    Learners accessing this qualification will have demonstrated competence in:
  • Communication at NQF Level 3 or equivalent.
  • Mathematical literacy at NQF Level 3 or equivalent.
  • Computer Literacy at NQF Level 3 or equivalent. 

  • UNIT STANDARD RANGE 
  • Records may include but are not limited to documents, files, audio-visual material, artefacts, electronic records, databases, micrographic records, maps, posters, photographs and publications.
  • The glossary of archival terminology may include but are not limited to access and access policy, accession and accession register, acquisition policy, appraisal, archival value, archives, arrangement, conservation, custody, description, artefacts, copyright, disposal, donation, electronic records, finding-aids, ephemera, file, inventories and lists, micrographics, official records, oral history, original order, preservation, provenance, selection, personal papers, repository and temporary records. 

  • Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Demonstrate an understanding of the code of ethics for archives and records management. 
    OUTCOME RANGE 
    The code of ethics may include but is not limited to legal responsibilities, professional responsibilities and conduct, professional responsibilities and the records (e.g. acquisition or transfer, de-accessioning, preservation, integrity of materials, access, confidentiality and privacy. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    The ethical and legal responsibilities to preserve, to protect and to maintain the integrity of the information contained in the records are determined in order to establish standards of practice, administration and professional conduct. 

    ASSESSMENT CRITERION 2 
    The moral obligations to safeguard records against alteration, theft or destruction are identified in order to articulate the professional responsibilities, duties and conduct of archivists and records managers. 

    ASSESSMENT CRITERION 3 
    The code of conduct towards users/clients is analysed in terms of the principles of fairness to ensure that there is no discrimination or preferential treatment. 

    ASSESSMENT CRITERION 4 
    The ethical responsibilities towards employers, depositors and donors are identified and explained in the context of archives and record management. 

    ASSESSMENT CRITERION 5 
    An explanation is given of the concepts of trust, confidentiality and privacy within records and archives. 

    SPECIFIC OUTCOME 2 
    Explain and define the concepts of records management. 
    OUTCOME RANGE 
    Records management terminology may include but are not limited to active records, administrative history, agency, appraisal, archives, arrangement, conservation, life-cycle of documents, custody, description, destruction disposal, disposal authority and schedules, electronic records, finding-aids, inactive records, intermediate records, depot and storage, lists, location index, office of record, official records, permanent records, recordkeeping system, records management, registry, repository, retention period and electronic records. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    A definition of the term records is given in terms of international standards and definitions. 

    ASSESSMENT CRITERION 2 
    The processes involved with records management procedures are described in order to facilitate records management. 

    ASSESSMENT CRITERION 3 
    Key concepts of records management are described in terms of the tools to perform records management duties. 

    ASSESSMENT CRITERION 4 
    The principles of records management are defined in accordance with an international glossary. 

    ASSESSMENT CRITERION 5 
    The critical elements of records in terms of management terminology are identified and described and provide information on the underlying factors and principles involved with records management. 

    SPECIFIC OUTCOME 3 
    Explain and define the key concepts of archival management. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    A definition of the term archives is given in terms of international standards and definitions. 

    ASSESSMENT CRITERION 2 
    The impact of cultural, historical and societal events is explained in terms of the creation and permanent preservation of records. 

    ASSESSMENT CRITERION 3 
    An explanation is given of the development of archival institutions in terms of their origins. 

    ASSESSMENT CRITERION 4 
    The principles of archival management are defined in accordance with international standards. 

    ASSESSMENT CRITERION 5 
    The process of evaluating records for archival preservation is explained in terms of criteria against which the records are measured. 

    ASSESSMENT CRITERION 6 
    The main functions of the archives are explained in terms of their selection, preservation and availability. 


    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.
  • Anyone assessing a learner against this unit standard must be registered as an assessor 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.
  • Moderation of assessment will be conducted by the relevant ETQA at its discretion. 

  • 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 
    Identify and solve problems pertaining to the application and implementation of a code of ethics. 

    UNIT STANDARD CCFO WORKING 
    Work effectively with others to ensure that the code of ethics is applied at all times. 

    UNIT STANDARD CCFO COLLECTING 
    Collect, analyse, organise and critically evaluate information relating the implementation of a code of ethics applicable to archives and records management. 

    UNIT STANDARD CCFO COMMUNICATING 
    Communicate effectively with all stakeholders when providing a records and archives service. 

    UNIT STANDARD CCFO DEMONSTRATING 
    Demonstrate an understanding of the world as a set of related systems where the implementation of a code of ethics improves the overall image of the organisation. 

    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 
    Archival value criteria (evidential value, administrative value, financial value, legal value, informational value and historical value). 

    QUALIFICATIONS UTILISING THIS UNIT STANDARD: 
      ID QUALIFICATION TITLE PRE-2009 NQF LEVEL NQF LEVEL STATUS END DATE PRIMARY OR DELEGATED QA FUNCTIONARY
    Core  64069   Further Education and Training Certificate: Archives and Records Management  Level 4  NQF Level 04  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.
     
    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.