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: 

Maintain an existing information system in a business environment 
SAQA US ID UNIT STANDARD TITLE
14340  Maintain an existing information system in a business environment 
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 archiving of information in a business environment. 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:
  • Storing and retrieving information using an established storage system
  • Filing paper-based or electronic documentation or books, magazines and other reference material
  • Booking items in and out of the system and tracing missing items
  • Classifying and cross-referencing simple information
  • Understanding the significance of maintaining confidentiality 

  • 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 the storage and retrieval of information, both paper and/or electronic in a business environment. 

    Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Store information using an existing storage system 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    1. Paper based documentation is classified, sorted and recorded according to established requirements. 

    ASSESSMENT CRITERION 2 
    2. Information is stored in the correct location and sequence and the learner understands the effect that misfiled documentation has on an oraganisation. 

    ASSESSMENT CRITERION 3 
    3. Documents are stored in a manner that ensures that they are undamaged, safe and accessible when required. 

    ASSESSMENT CRITERION 4 
    4. Information is classified and cross-referenced accurately Classification uncertainties are referred to an appropriate authority. 

    ASSESSMENT CRITERION 5 
    5. The method of classification and cross-referencing is understood and the problems that result from unconventional classification and cross-referencing are explained in a familiar context. 

    ASSESSMENT CRITERION 6 
    6. The process for locating information is current, accurate and in a prescribed format according to the organisation's procedures for archiving. The learner understands the implications for productivity when an item cannot be located. 

    ASSESSMENT CRITERION 7 
    7. Source and gather filing documentation. 
    ASSESSMENT CRITERION NOTES 
    Assessment criteria for electronic storage systems. 

    ASSESSMENT CRITERION 8 
    8. Electronic file is created and labeled according to requirements. 
    ASSESSMENT CRITERION NOTES 
    Assessment criteria for electronic storage systems. 

    ASSESSMENT CRITERION 9 
    9. Electronic documentation is filed according to organisational requirements. 
    ASSESSMENT CRITERION NOTES 
    Assessment criteria for electronic storage systems. 

    ASSESSMENT CRITERION 10 
    10. Filing is completed within organisational time frames and standards. 
    ASSESSMENT CRITERION NOTES 
    Assessment criteria for electronic storage systems. 

    ASSESSMENT CRITERION 11 
    11. Classification uncertainties are referred to an appropriate authority. 
    ASSESSMENT CRITERION NOTES 
    Assessment criteria for electronic storage systems. 

    ASSESSMENT CRITERION 12 
    12. All materials are classified, sorted and stored without damage in safe and secure manner. 
    ASSESSMENT CRITERION NOTES 
    Assessment criteria for electronic storage systems. 

    SPECIFIC OUTCOME 2 
    Retrieve information from an existing storage system 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    1. Required information is promptly located, obtained, copied and dispatched to the correct person or location. 

    ASSESSMENT CRITERION 2 
    2. Delays in the supply of information are communicated and the reason for delay is explained politely. 

    ASSESSMENT CRITERION 3 
    3. Information retrieved is correctly recorded in order to track all files. 

    ASSESSMENT CRITERION 4 
    4. Missing or overdue items are identified and correct procedures followed to locate them. 

    SPECIFIC OUTCOME 3 
    Store valuable documentation and reference materials securely 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    1. The process for securing valuable items and for maintaining that security is known and followed meticulously. 

    ASSESSMENT CRITERION 2 
    2. Reasons for security procedures are explained with examples of the effects on an organisation when there is a breach of security. 

    ASSESSMENT CRITERION 3 
    3. Security risks are identified and corrected within own area of authority. 

    ASSESSMENT CRITERION 4 
    4. Violations of security are recognized and reported following the familiar and established 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 
    The learner can:
  • Apply security systems such as personal identification, entry/access and exit, equipment, door locks and computer passwords.
  • Store valuable items such as customers` documents and other Company files and reference materials.
  • Identify violations of security such as strangers on the premises, valuable / confidential items left in insecure situations, unauthorised personnel in a secure area, unauthorised activities/breaches of security in terms of Company procedures, unauthorised access to computer passwords. 


  • Critical Cross-field Outcomes (CCFO): 

    UNIT STANDARD CCFO IDENTIFYING 
    Learners can identify problems relating to violations of established security procedures. 

    UNIT STANDARD CCFO ORGANISING 
    Learners are able to organise and manage themselves and their activities responsibly and effectively by following company and legal requirements/procedures regulating storage, retrieval and disclosure of information. 

    UNIT STANDARD CCFO CONTRIBUTING 
    Learners are able to see the world as a set of related systems by understanding the implications on productivity when procedures are not followed. 

    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  49648   National Certificate: New Venture Creation (SMME)  Level 2  NQF Level 02  Reregistered  2023-06-30  SERVICES 
    Elective  50228   National Certificate: Wool and Mohair Handling  Level 2  NQF Level 02  Reregistered  2023-06-30  AgriSETA 
    Elective  49772   National Certificate: Archaeology  Level 3  NQF Level 03  Passed the End Date -
    Status was "Reregistered" 
    2012-06-30  CATHSSETA 
    Elective  57879   National Certificate: Manufacturing of Surface Coatings  Level 3  NQF Level 03  Reregistered  2023-06-30  CHIETA 
    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.
     
    1. New Business Initiative Management Consultancy 



    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.