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: 

Develop and utilise municipal administrative procedures and principles to manage records within a municipal information system 
SAQA US ID UNIT STANDARD TITLE
123455  Develop and utilise municipal administrative procedures and principles to manage records within a municipal information system 
ORIGINATOR
SGB Administration 
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-Fundamental  Level 4  NQF Level 04  10 
REGISTRATION STATUS REGISTRATION START DATE REGISTRATION END DATE SAQA DECISION NUMBER
Reregistered  2015-07-01  2018-06-30  SAQA 10105/14 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2019-06-30   2022-06-30  

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 credited with this unit standard are able to generate and conduct administration functions to ensure that records are well kept and maintained. This standard will also add value to public officials who are seeking to develop a career pathway towards an accomplished public finance management and administration specialist.

The qualifying learner is capable of:
  • Explaining records management in the context of municipal management information system.
  • Designing a records retention programme for a municipality.
  • Recommending records protection and disaster recovery procedures.
  • Applying filing systems in electronic records management. 

  • LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    It is assumed that the learner is competent in:
  • Communication at NQF Level 3, or equivalent.
  • Mathematical Literacy at NQF Level 3, or equivalent.
  • Computer Literacy at NFF Level 3, or equivalent. 

  • UNIT STANDARD RANGE 
    N/A 

    Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Explain records management in the context of municipal management information system. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Records management is described and explained in the context of information systems for municipalities. 

    ASSESSMENT CRITERION 2 
    The components of a formally established records management programme are listed and described to justify good records management practices. 

    ASSESSMENT CRITERION 3 
    Differences among the major methods used in management records in a municipality are identified to improve municipal management information system. 

    ASSESSMENT CRITERION 4 
    The concept and importance of knowledge management is described with examples related to records management. 

    SPECIFIC OUTCOME 2 
    Describe a records retention programme for a municipality. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Operational and legal benefits of established records retention programme are explained to support sound management information system. 

    ASSESSMENT CRITERION 2 
    Steps involved in planning and development of a records retention programme are described to develop a sound information system. 

    ASSESSMENT CRITERION 3 
    The legal issues of records management retention programme are deccribed with reference to access to information legislation. 

    ASSESSMENT CRITERION 4 
    Principles and practices of records retention decision making are described to demonstrated an understanding generally recognised practices associated with municipal record keeping. 

    SPECIFIC OUTCOME 3 
    Recommend records protection and disaster recovery procedures. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    The need for important records and disaster recovery plan is explained with examples. 

    ASSESSMENT CRITERION 2 
    Procedures used by municipality identify vital or important records are described with reference information safety and reliability. 

    ASSESSMENT CRITERION 3 
    Concepts and techniques of protecting vital records in a municipality are explained with examples which support improved information management processes. 

    ASSESSMENT CRITERION 4 
    Guidelines for developing vital records operating procedures are identified and used according to standard operating procedures to support recover of data following a risk incident. 

    SPECIFIC OUTCOME 4 
    Apply filing systems in electronic records management. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Objectives of a municipal filing system are identified with reference to decision needs. 

    ASSESSMENT CRITERION 2 
    The difference between direct and indirect file access systems are enumerated and explained in the context of an acceptable coding system. 

    ASSESSMENT CRITERION 3 
    The arrangements, purposes and features of different classification systems are enumerated and compared against requirements to understand filing systems used by municipalities. 
    ASSESSMENT CRITERION RANGE 
    Different classification systems includes but are not limited to criteria for indexing, functions of an index, different classification systems, primary tools for identifying records, maintenance of archives.
     

    ASSESSMENT CRITERION 4 
    Common filing problems are identified and identified to proceed solutions for safeguarding confidential reports. 

    ASSESSMENT CRITERION 5 
    Records management software relevant to municipal environment is described and evaluated for adequacy against requirements. 


    UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS 
  • Any 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 
    The learner must demonstrate an understanding of:
  • Communications procedures that apply in the municipal sector.
  • Advanced interpersonal skills and conflict management.
  • Community needs assessment tools.
  • Writing skills.
  • Oral communication skills.
  • Conflict management.
  • Understanding different personality styles in the communications process. 

  • 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 design a record retention programme. 

    UNIT STANDARD CCFO WORKING 
    Work effectively with others as a member of a team, group, organisation or community to ensure that all records management factors are catered for to ensure its smooth functioning. 

    UNIT STANDARD CCFO ORGANISING 
    Organise and manage oneself and one's activities responsibly and effectively in order to proactively design and maintain records keeping systems. 

    UNIT STANDARD CCFO COLLECTING 
    Collect, analyse, organise and critically evaluate information in order to determine records retention programme requirements. 

    UNIT STANDARD CCFO COMMUNICATING 
    Communicate effectively using visual, mathematical and/or language in the modes of oral and/or written persuasion to explain records management in the context of municipal management information systems. 

    UNIT STANDARD CCFO SCIENCE 
    Use science and technology effectively and critically, showing responsibility to the environment and health of others in applying filing systems and record retention programmes in electronic format. 

    UNIT STANDARD CCFO DEMONSTRATING 
    Demonstrate an understanding of the world as a set of interrelated systems by recognising that problem-solving contexts relating to records management not exist in isolation. 

    UNIT STANDARD CCFO CONTRIBUTING 
    Participating as responsible citizens in the life of local, national and global communities by analysing the needs of stakeholders and integrating the fundamental principles of records management and information systems for into service delivery processes. 

    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  50372   Further Education and Training Certificate: Municipal Finance and Administration  Level 4  NQF Level 04  Reregistered  2018-06-30  LG 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. ABA Sebenzi 
    2. Absolute central college of sa and projects 
    3. Africa Institute For Public Administration 
    4. Afriwealth Consulting 
    5. AfroXpert Performance Developement cc 
    6. Amabamba Recruitment 
    7. ARMS - Audit & Risk Management Solutions 
    8. AVAX SA 481 CC. T/A Mandisa Development Services 
    9. Bafedile M (PTY) LTD 
    10. Bantubanye Skills 
    11. Boikgantsho Consulting & Events 
    12. Boni Africa Events & Development 
    13. Break The Chains Development Services 
    14. Buena Vista Learning Academy 
    15. Colgene Group 
    16. Cool Ideas 1016 (Pty) LTD t/a ESP Consulting 
    17. CTAM Training and Consulting 
    18. CTC College(PTY) LTD. 
    19. DialNx Consultants 
    20. Ditirelo Skills Development Services 
    21. Elective Training Institute Enterprise CC 
    22. Eskilz College (Pty) Ltd 
    23. Ethembeni Multi Service Enterprise (Pty) Ltd 
    24. Execuprime Business College (Pty) Ltd 
    25. Express Model 405 
    26. Faranang Marketing 
    27. Furniture World Training Centre 
    28. Glere Skills and Consultants 
    29. Glo Leb Training & Development 
    30. Green Horizon Consulting (Pty) Ltd 
    31. Growth Management Consulting 
    32. Gudlhuza Development Solutions cc 
    33. Hamonate Consulting 
    34. HDPSA 
    35. Hercuscope 
    36. Hlaniki Investment Holdings 
    37. Hlombe and Associates 
    38. Institute of Health and Social Care Studies 
    39. IQ Skills Academy (PTY) LTD. 
    40. Iziko Capacity Building CC. 
    41. Jobafrik Consulting 
    42. Kalideen Management 
    43. Kamanga Skills Projects 
    44. Karabo Ya Karabo 
    45. Kernel Management and Consulting (PTY) LTD. 
    46. Kgolo Institute 
    47. Khosithi Training 
    48. Kia Chuma 
    49. KOKANO PROJECTS PTY LTD 
    50. KWEM Management Solutions 
    51. Leap Skills Developmemt Institute (Pty) Ltd 
    52. Lewerb Holdings (PTY) Ltd 
    53. Lorpen Investments 
    54. M.I.C. Training and Development 
    55. Mafamawethu Consultants 
    56. Mahloko Training, Auditing Services and other Projects 
    57. Makavila Suppliers CC. 
    58. Makgoka Development Facilitation (PTY) Ltd. 
    59. Malizana Projects CC 
    60. Management College of Southern Africa (MANCOSA) 
    61. Mangalani Business Enterprises 
    62. Masemase Consultancy CC. 
    63. MashMP Holdings 
    64. Mashphe Logistics Services 
    65. Matsila Holdings 
    66. Mgwezane Training and Events Management CC. 
    67. Miczo's Enterprise 
    68. Misol Projects cc 
    69. Mmanape Management Solutions 
    70. Mod-Mosh Projects and Consulting (PTY) LTD 
    71. Mohlaje Solutions (Pty) Ltd 
    72. MUHANGWENE DEVELOPMENT ENTERPRISE 
    73. Ndoma Matlhodi Trading Enterprise 
    74. Nemalale Eagles Consultancy CC 
    75. NJ & L Trading Enterprise CC. 
    76. Nkqubela Community Developers 
    77. NOMAKU TRADERS CC 
    78. NS Global Academy 
    79. Ntsangalala Business Enterprise 
    80. Nyankwavi Investment CC. 
    81. Omithombo Management Academy 
    82. Outeniqua Leadership Institute 
    83. Pandelani Investment Holdings (PTY) LTD. 
    84. PFIM Trading (Pty) Ltd 
    85. Philani Solutions 
    86. Power Rush Trading 170 CC. 
    87. Princetop Corporative Training (Pty) Ltd 
    88. Pulakgadi Training Consulting CC 
    89. Sanchaa Connection 
    90. Sasalethu Consulting and Associates 
    91. SEVEN ARROWS PROTECTION ALLIANCE CC 
    92. Sinokuhle Konke Trading Enterprise 
    93. Sisonke Training and Consulting 
    94. STARPLEX 408 CC 
    95. Summat Training Institute 
    96. Tachfin Holdings 
    97. Tadi Training & Development Institute 
    98. Talent Sculpture 
    99. Thuto Lere Community Empowerment Programme 
    100. Thuto-Boswa Education and Training Solution 
    101. Tlaletso Consultants 
    102. Township Fire and Rescure (Pty) Ltd 
    103. Tsebong Training Centre 
    104. Tshisimani Holdings (PTY) Ltd. 
    105. Umqondo Consultancy 
    106. University of Venda 
    107. Vuselela FET College - Klerksdorp Campus 
    108. Ya Hina Management Consulting and projects 
    109. ZMG CONSULTING 



    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.