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: 

Arrange, describe and compile lists of records to make them accessible to users 
SAQA US ID UNIT STANDARD TITLE
259441  Arrange, describe and compile lists of records to make them accessible to users 
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  10 
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 understand the impact that finding aids have on the retrieval and storage of records and how to use categories and accurate descriptions in finding aids. Learners will also be able to explain and use resources for the arrangement of records and a finding aid designed in order to process records in terms of the order of the list. Learners will also be able to retrieve and store records in accordance with the list and organisational procedures.

The qualifying learner is capable of:
  • Explaining and interpreting finding aids for records.
  • Preparing for the arrangement and listing of records.
  • Arranging records and compiling a list as a finding aid.
  • Using list to retrieve and store records. 

  • LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    It is assumed that learners are competent 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. 

    Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Explain and interpret finding aids for records. 
    OUTCOME RANGE 
    Finding aids may include but are not limited to indexes, guides, lists, classification systems, inventories, databases, cardex and catalogue cards. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Differences between finding aids are described in terms of key features, uses, advantages and disadvantages. 
    ASSESSMENT CRITERION RANGE 
    Learners must describe at least one manual and one electronic finding aid.
     

    ASSESSMENT CRITERION 2 
    The impact finding aids have on the retrieval of records is explained in terms of the way in which records are accessed, used and interpreted. 

    ASSESSMENT CRITERION 3 
    Records are identified, grouped and categorised. 

    ASSESSMENT CRITERION 4 
    The value of accurate descriptions in the finding aid is explained in terms of the nature of the records and their intended use. 

    SPECIFIC OUTCOME 2 
    Prepare for the arrangement and listing of records. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    The key concepts and terminology relating to description of records are explained in terms of their uses. 

    ASSESSMENT CRITERION 2 
    Records and record-keeping processes are explained in terms of current status and future use. 

    ASSESSMENT CRITERION 3 
    Resources required for the arrangement and listing of records are ready and available for use. 
    ASSESSMENT CRITERION RANGE 
    Resources may include but are not limited to stationery, boxes, shelving, software.
     

    ASSESSMENT CRITERION 4 
    Potential problems are identified and possible solutions are formulated to address the problems. 

    SPECIFIC OUTCOME 3 
    Arrange records and compile a list as a finding aid. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Stakeholders and role players are consulted in order to obtain their requirements. 

    ASSESSMENT CRITERION 2 
    The relevant legislation, regulations and organisational policies are explained in terms of their impact on the compilation of the list. 

    ASSESSMENT CRITERION 3 
    The list is designed to accommodate categories and according to organisational requirements. 
    ASSESSMENT CRITERION RANGE 
    Statutory requirements include legislation, regulations, rules and policies.
     

    ASSESSMENT CRITERION 4 
    Records are processed in terms of the order of the list. 

    SPECIFIC OUTCOME 4 
    Use list to retrieve and store records. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    The reference numbers are identified on the list for retrieval and storage purposes. 

    ASSESSMENT CRITERION 2 
    Records are retrieved from storage in accordance with organisational procedures. 

    ASSESSMENT CRITERION 3 
    Records are provided to customers according to organisational procedures. 

    ASSESSMENT CRITERION 4 
    User statistics are recorded according to organisational procedures. 

    ASSESSMENT CRITERION 5 
    Records are replaced after usage according to the list and organisational procedures. 


    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 
  • Consultation and communication skills.
  • Historical events that impact on the compilation and arrangement of the lists.
  • Organisational administrative policies, systems and procedures.
  • Statutory requirements for the compilation and arrangement of the lists. 

  • UNIT STANDARD DEVELOPMENTAL OUTCOME 
    N/A 

    UNIT STANDARD LINKAGES 
    N/A 


    Critical Cross-field Outcomes (CCFO): 

    UNIT STANDARD CCFO IDENTIFYING 
    Identify and solve problems related to the creation of finding lists and when retrieving and storing records. 

    UNIT STANDARD CCFO WORKING 
    Work effectively with others in order to provide an acceptable level of service in terms of making records available to customers. 

    UNIT STANDARD CCFO ORGANISING 
    Organise and manage oneself and one's activities in such a way so as to have an overview of the records storage facility. 

    UNIT STANDARD CCFO COLLECTING 
    Collect, analyse, organise and critically evaluate information pertaining to the whole process of arranging records and compiling finding aids for records. 

    UNIT STANDARD CCFO COMMUNICATING 
    Communicate effectively when dealing with customers requests for records. 

    UNIT STANDARD CCFO SCIENCE 
    Use science and technology to assist with the recording of information regarding the availability and whereabouts of records. 

    UNIT STANDARD CCFO DEMONSTRATING 
    Demonstrate an understanding of the world as a set of related systems where the poor arrangement of records in a finding list, impacts negatively on the finding of records. 

    UNIT STANDARD CCFO CONTRIBUTING 
    In order to contribute to the full personal development of each learner and the social and economic development of society at large, it must be the intention underlying any programme of learning to make an individual aware of the importance of being culturally and aesthetically sensitive across a range of social contexts when dealing with customers in a storage and retrieval facility. 

    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  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.
     
    1. Nkinane Training Institute and Consulting (Pty) Ltd 
    2. PEAKFORD MANAGEMENT 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.