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: 

Conduct an information/records audit 
SAQA US ID UNIT STANDARD TITLE
259442  Conduct an information/records audit 
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 explain the objectives and elements of information records and describe the structure and services offered by the organisation which will have an information/records audit. Learners will also be able to compile an inventory of the information/records management system, explain the storage system required and produce and distribute an audit report.

The qualifying learner is capable of:
  • Demonstrating an understanding of an information/records audit.
  • Outlining the organisational structure and service.
  • Determining information/records management systems within an organisation.
  • Analysing records in the organisation.
  • Compiling an audit report to meet organisational requirements. 

  • LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    It is assumed that learners are already competent in terms of the following:
  • Communication at NQF Level 3 or equivalent.
  • Mathematical Literacy at NQF Level 3 or equivalent. 

  • UNIT STANDARD RANGE 
    N/A 

    Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Demonstrate an understanding of an information/records audit. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Information audit processes and methodologies are described in order to obtain an overview of current practices. 
    ASSESSMENT CRITERION RANGE 
    Information audit processes and methodologies may include but are not limited to interviews, establishment of volumes, life cycle of the record, storage, security measures, subject matters.
     

    ASSESSMENT CRITERION 2 
    The objectives of an information audit are explained in terms of meeting the organisation's internal and external information requirements. 

    ASSESSMENT CRITERION 3 
    The elements of an information audit are described in order to establish the guidelines to be followed. 

    SPECIFIC OUTCOME 2 
    Outline the organisational structure and service. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Organograms are identified and explained in order to establish the size and functions of the organisation. 

    ASSESSMENT CRITERION 2 
    Services within the organisation are identified and explained in terms of the organisational structures and strategies. 
    ASSESSMENT CRITERION RANGE 
    Services may include but are not limited to responsibilities, core functions, clients, customers and target audiences.
     

    ASSESSMENT CRITERION 3 
    Support functions and line functions are described in order to differentiate between them for reflection in a records classification system. 

    ASSESSMENT CRITERION 4 
    Business processes are mapped in terms of workflow. 

    ASSESSMENT CRITERION 5 
    Records management policies and procedures are examined in order to establish their impact on record keeping practices. 

    SPECIFIC OUTCOME 3 
    Determine information/records management systems within an organisation. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Types of information/records management systems are identified in order to explain the differences. 

    ASSESSMENT CRITERION 2 
    Different types of information/records management systems are evaluated in order to determine their manual or electronic functionality or a combination thereof. 
    ASSESSMENT CRITERION RANGE 
    Information/records management systems may include but are not limited to alphabetical systems, numerical systems, alpha-numerical systems, subject systems, electronic document management systems, electronic records management systems, folder structures.
     

    ASSESSMENT CRITERION 3 
    An inventory of the information/records management systems is compiled with accompanying subjects in order to develop a new information/records management system. 

    SPECIFIC OUTCOME 4 
    Analyse records in the organisation. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Types of records are identified and explained with examples. 
    ASSESSMENT CRITERION 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.
     

    ASSESSMENT CRITERION 2 
    Identified records are assessed in order to explain the impact on future records management practices. 

    ASSESSMENT CRITERION 3 
    Required storage facilities are explained in terms of the records being preserved. 

    ASSESSMENT CRITERION 4 
    The stage of the record is identified in terms of the life cycle of the record. 
    ASSESSMENT CRITERION RANGE 
    Stage may include but is not limited to active, semi-active or non-active records.
     

    SPECIFIC OUTCOME 5 
    Compile an audit report to meet organisational requirements. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    All data relevant to the report(s) is extracted and collated in terms of records management. 

    ASSESSMENT CRITERION 2 
    Reports are produced in order to reveal strengths and weaknesses of records related practices. 

    ASSESSMENT CRITERION 3 
    Opportunities and mechanisms to improve on current records management practices are identified and recorded for integration into records management programmes. 


    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 
  • Factors that impact on the life cycle of records.
  • Organisational storage methods and techniques.
  • Types of storage facilities for records. 

  • 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 determining the information/records management system, analysing the records in an organisation and in the development of the audit report. 

    UNIT STANDARD CCFO WORKING 
    Work effectively with the stakeholders in order to conduct an effective and efficient audit report. 

    UNIT STANDARD CCFO COLLECTING 
    Collect, analyse, organise and critically evaluate information which may have an impact on the conducting of an information audit. 

    UNIT STANDARD CCFO COMMUNICATING 
    Communicate effectively with the stakeholders when producing and disseminating audit reports. 

    UNIT STANDARD CCFO DEMONSTRATING 
    Demonstrate the world as a set of related systems where an inaccurate audit report may have a negative impact on 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 
    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. Arden School of Management 
    2. Aubrey Nyiko Business Enterprise cc 
    3. Haggai Contractors 
    4. Karabo Info Centre and Trading 
    5. Nkinane Training Institute and Consulting (Pty) Ltd 
    6. PEAKFORD MANAGEMENT CONSULTING 
    7. Petra institute of Development (PTY) Ltd 



    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.