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SOUTH AFRICAN QUALIFICATIONS AUTHORITY 
REGISTERED UNIT STANDARD: 

Identify and maintain the types of records required in own industry and understand why it is necessary to create evidence and maintain confidentiality 
SAQA US ID UNIT STANDARD TITLE
14339  Identify and maintain the types of records required in own industry and understand why it is necessary to create evidence and maintain confidentiality 
ORIGINATOR
SGB Administration 
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY
-  
FIELD SUBFIELD
Field 03 - Business, Commerce and Management Studies Office Administration 
ABET BAND UNIT STANDARD TYPE PRE-2009 NQF LEVEL NQF LEVEL CREDITS
Undefined  Regular-Fundamental  Level 2  NQF Level 02 
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 provides a broad introduction to the business environment. It is the starting point for a learner in a business sector. The focus is knowledge, skills, values and attitudes in relation to the learner`s own context and experience of the world of work.

The qualifying learner is capable of:
  • Explaining why companies record and keep information
  • Naming and describing the type of records specific to contracts and agreements within a selected business sector
  • Understanding the context and purpose of maintaining confidentiality when preparing, up dating and releasing client records of information in a selected business sector as a preparation for related and subsequent learning 

  • LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    There is open access to this unit standard. Learners should:
  • Hold a GETC or equivalent qualification
  • Be competent in communication and mathematical literacy NQF level 1 

  • UNIT STANDARD RANGE 
    The typical scope of this unit standard is records specific to a selected business sector. 

    Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Explain why companies record and keep information 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    1. The reason for recording information is explained with reference to an actual document used in a selected business sector. 

    ASSESSMENT CRITERION 2 
    2. Five examples are listed of the type of information contained in records in one's own business sector. 

    ASSESSMENT CRITERION 3 
    3. Three methods of creating records are named that use different types of technology. 

    ASSESSMENT CRITERION 4 
    4. The purpose for which a record is used, is described for three different roles in one's own organisation. 

    SPECIFIC OUTCOME 2 
    Name and describe the type of records that are specific to a contract in a selected business sector 
    OUTCOME NOTES 
    Name and describe the type of records that are specific to a contract or agreement in a selected business sector. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    1. The type of information contained in a contract, agreement or quotation is explained with reference to a named document. 

    ASSESSMENT CRITERION 2 
    2. The purpose of maintaining a record of contracts, agreements and quotations is described with reference to specific case studies. 

    ASSESSMENT CRITERION 3 
    3. The importance of recording client specific details is known and explained with examples from a selected business sector. 

    ASSESSMENT CRITERION 4 
    4. The purpose of recording changes to contracts, agreements and quotations is explained with reference to three different circumstances. 

    SPECIFIC OUTCOME 3 
    Locate and provide records to users on request 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    1. Suitable paper or electronic filing systems are used to locate the required record. 

    ASSESSMENT CRITERION 2 
    2. Requested data is located, accessed and retrieved within agreed organisational service levels. 

    ASSESSMENT CRITERION 3 
    3. The reasons why confidential records are given only to authorised people are known and can be explained and the implications of releasing information to unauthorised persons are understood in terms of risk to company. 

    ASSESSMENT CRITERION 4 
    4. A copy of a record is made and provided as requested, the request and compliance are noted and the original documents are returned to the correct location. 

    ASSESSMENT CRITERION 5 
    5. The confidentiality of records is maintained at all times and security procedures are explained in simple terms. 

    SPECIFIC OUTCOME 4 
    Maintain confidentiality of customer and company information 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    1. Violations of company procedures relating to the confidentiality of information are recognised and reported following established procedures. 

    ASSESSMENT CRITERION 2 
    2. Information classified as confidential is recognised as such and is disclosed only to approved personnel. 

    ASSESSMENT CRITERION 3 
    3. Company and legal requirements are known and understood and all outputs / inputs to the storage system conform to established procedures. 

    ASSESSMENT CRITERION 4 
    4. Situations where colleagues do not comply with security and confidentiality procedures are identified and immediately reported to the appropriate authority. 

    ASSESSMENT CRITERION 5 
    5. All work activities are carried out according to the Code of Conduct and within the requirements of an organisation's security procedures. 


    UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS 
    Accreditation and Moderation:
  • Accreditation for this Unit Standard shall be from the Services Seta Education and Training Quality Assurer (SSETQA) through assessment by a registered Assessor. Assessment should be contextual and be conducted in the workplace as far as possible.
  • Assessors must be registered as an Assessor and Moderators must be registered as moderators with SSETQA.
  • SSETQA will co-ordinate all moderation activities in accordance with their policies and procedures. 

  • UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE 
    Learners can:
  • Identify Policies, Agreements, Contracts and Quotations as different types of records specific to their business sector.
  • Explain why recording client information, obtaining proper authorisation to change or release such information, and confidentiality are important in their business environment. 


  • Critical Cross-field Outcomes (CCFO): 

    UNIT STANDARD CCFO IDENTIFYING 
    A learner is able to identify and solve problems when locating missing documents. 

    UNIT STANDARD CCFO ORGANISING 
    A learner is able to organise and manage him/herself and his/her activities effectively and responsibly by ensuring that records are stored correctly.

    A learner can organise information by accurately storing records in a familiar storage/archiving system. 

    UNIT STANDARD CCFO COMMUNICATING 
    Learners can communicate effectively and responsibly by describing or explaining the reasons for recording and maintaining confidential records of information in organisations within their own business sector. 

    UNIT STANDARD CCFO DEMONSTRATING 
    Learners can demonstrate an understanding of the world as a set of related systems by understanding and recognising the implications to the company should any document go missing. 

    REREGISTRATION HISTORY 
    As per the SAQA Board decision/s at that time, this unit standard was Reregistered in 2012; 2015. 

    QUALIFICATIONS UTILISING THIS UNIT STANDARD: 
      ID QUALIFICATION TITLE PRE-2009 NQF LEVEL NQF LEVEL STATUS END DATE PRIMARY OR DELEGATED QA FUNCTIONARY
    Core  23833   National Certificate: Business Administration Services  Level 2  NQF Level 02  Reregistered  2023-06-30  SERVICES 
    Elective  64949   National Certificate: Laboratory Practice  Level 2  NQF Level 02  Reregistered  2021-06-30  As per Learning Programmes recorded against this Qual 
    Elective  58248   National Certificate: Laboratory Practice  Level 2  NQF Level 02  Passed the End Date -
    Status was "Registered" 
    2008-08-05  MQA 
    Elective  50228   National Certificate: Wool and Mohair Handling  Level 2  NQF Level 02  Reregistered  2023-06-30  AgriSETA 
    Elective  50398   National Certificate: Project Support Service  Level 3  NQF Level 03  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.