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: 

Make records and/or information available to customers 
SAQA US ID UNIT STANDARD TITLE
259457  Make records and/or information available to customers 
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 implement search elements and locate the records and/or information from the physical locations in order to expedite their retrieval. Learners will also be able handle the records in a manner that safeguards them and understands the need for accuracy in the retrieval and replacement of the records.

The qualifying learner is capable of:
  • Searching for records and/or information.
  • Applying knowledge of the separate locations where the records and archives are housed.
  • Demonstrating an understanding of processing a request for records/information. 

  • LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    Learners accessing this qualification will have demonstrated competence in:
  • Communication at NQF Level 3 or equivalent.
  • Mathematical 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 
    Search for records and/or information. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    The basic elements of description in a classification system/finding aid are explained according to organisational information. 
    ASSESSMENT CRITERION RANGE 
    Elements include, but are not limited to reference numbers, descriptions, periods, file numbers, subjects and key words.
     

    ASSESSMENT CRITERION 2 
    Search elements are identified in a classification system/finding aid in order to retrieve the record and/or information. 

    ASSESSMENT CRITERION 3 
    Physical formats of records and/or information are described and their basic differences explained using examples. 

    ASSESSMENT CRITERION 4 
    Location is established in order to retrieve records and/or information. 

    SPECIFIC OUTCOME 2 
    Apply knowledge of the separate locations where the records and archives are housed. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Physical locations of records are identified and described in order to expedite retrieval. 
    ASSESSMENT CRITERION RANGE 
    Locations include, but are not limited to:
  • Shelves, strong rooms, off-site storage facilities, safes, cabinets, computer servers, databases, hard drives, display cabinets and hanging cabinets.
     

  • ASSESSMENT CRITERION 2 
    Basic principles and an overview of practical features of records classification for location arrangement are explained according to records usage. 

    ASSESSMENT CRITERION 3 
    The exact locations of items whose records are retrieved from the classification system/finding aid are described with reference to the location and reference number. 

    SPECIFIC OUTCOME 3 
    Demonstrate an understanding of processing a request for records/information. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    The need for accurate and efficient record retrieval and replacement is explained in terms of the importance of preserving records. 

    ASSESSMENT CRITERION 2 
    The requested records that are located and retrieved are identified by checking them against classification systems/finding aid. 

    ASSESSMENT CRITERION 3 
    Records that are removed are recorded in accordance with organisational and statutory requirements. 

    ASSESSMENT CRITERION 4 
    Procedures for handling the records are explained to the recipient in order to safeguard the records. 

    ASSESSMENT CRITERION 5 
    Records are transferred in accordance with organisational and statutory requirements. 
    ASSESSMENT CRITERION RANGE 
    Transferring may include but is not limited to listing, dispatching, mailing, receiving, packaging, control movement, transport (courier), securing.
     

    ASSESSMENT CRITERION 6 
    Returned records are processed in accordance with organisational and statutory requirements. 

    ASSESSMENT CRITERION 7 
    The consequences of misplacing or losing records are explained with examples of the impact on future retrieval and availability. 


    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.
  • Interpretation of finding aids/classification systems. 

  • UNIT STANDARD DEVELOPMENTAL OUTCOME 
    N/A 

    UNIT STANDARD LINKAGES 
    N/A 


    Critical Cross-field Outcomes (CCFO): 

    UNIT STANDARD CCFO IDENTIFYING 
    Identify and solve problems in the process of attempting to locate, find and replace records and/or information. 

    UNIT STANDARD CCFO WORKING 
    Work effectively with others when searching for records and/or information in various locations. 

    UNIT STANDARD CCFO ORGANISING 
    Organise and manage oneself and one's activities. 

    UNIT STANDARD CCFO COLLECTING 
    Collect, analyse, organise and critically evaluate information which has a direct impact on the retrieval and replacement of records and/or information. 

    UNIT STANDARD CCFO SCIENCE 
    Use science and technology to search for records and/or information. 

    UNIT STANDARD CCFO DEMONSTRATING 
    Demonstrate an understanding of the world as a set of related systems where the misplacing or losing of records has a negative impact on future retrieval and availability of those records and/or information. 

    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 participating as responsible citizens in the life of local, national and global communities to have records and information available for future generations. 

    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.