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SOUTH AFRICAN QUALIFICATIONS AUTHORITY 
REGISTERED QUALIFICATION: 

Higher Certificate: Archives and Records Management 
SAQA QUAL ID QUALIFICATION TITLE
86446  Higher Certificate: Archives and Records Management 
ORIGINATOR
University of South Africa 
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY NQF SUB-FRAMEWORK
CHE - Council on Higher Education  HEQSF - Higher Education Qualifications Sub-framework 
QUALIFICATION TYPE FIELD SUBFIELD
Higher Certificate  Field 03 - Business, Commerce and Management Studies  Office Administration 
ABET BAND MINIMUM CREDITS PRE-2009 NQF LEVEL NQF LEVEL QUAL CLASS
Undefined  120  Not Applicable  NQF Level 05  Regular-Provider-ELOAC 
REGISTRATION STATUS SAQA DECISION NUMBER REGISTRATION START DATE REGISTRATION END DATE
Registered-data under construction  EXCO 0324/24  2024-07-01  2027-06-30 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2028-06-30   2031-06-30  

Registered-data under construction

The qualification content is currently being updated for the qualifications with the status “Registered-data under construction” or showing “DETAILS UNDER CONSTRUCTION” to ensure compliance with SAQA’S Policy and Criteria for the registration of qualifications and part-qualifications on the National Qualifications Framework (NQF) (As amended, 2022). These qualifications are re-registered until 30 June 2027 and can legitimately be offered by the institutions to which they are registered.

 

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.  

PURPOSE AND RATIONALE OF THE QUALIFICATION 
Purpose:

The Higher Certificate: Archives and Records Management will provide learners with an entry level qualification in the archival and recording keeping field with the necessary underpinning theoretical knowledge and practical skills necessary for them to apply the required technical expertise in the administration and safekeeping of archives and records.

The need for ensuring that records are kept has become increasingly important and applies to a wide range of sectors and industries. Archiving and record keeping professionals should continue to seek out better ways to meet the ever-changing need of identifying, storing, retrieving, preserving and conserving both information and items through well-structured record classification systems and record keeping systems, while keeping pace with changes in the technological field.

A learner acquiring this qualification will be able to show responsibility, and independently and effectively manage themselves in the specific culture of the archives and records management environment. In effect, the learners will ensure the effective delivery of relevant and appropriate archives and records management services within the framework of prescribed legislation.

Rationale:

This qualification addresses the need for the provision of training and development in the archives and records management sector. There are growing numbers of workers who need a formal qualification that provides them with the basic skills in this area of specialisation. This Higher Certificate will offer this much needed training and development by providing learners with the required knowledge and skills.

One of the key elements of good governance for organisations is sound record keeping. In light of this, the Higher Certificate: Archives and Records Management will go a long way to ensuring this takes place by providing the necessary knowledge and skills needed. Archival institutions select, preserve, and make their records accessible for a number of reasons, including legal, financial, and administrative purposes. Thus, archives help ensure that organisations are held accountable to the public by preserving records that enable citizens to monitor the conduct of those organisations. The archival records that are maintained by these repositories, document the organisations' origins, structures, policies, programmes, functions, and vital information over time.

This qualification will provide a vehicle through which to develop competent archive and records administrators and people who can stay abreast with the ever-changing and dynamic environment in which archiving and record keeping takes place. 

LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
It is assumed that the learner is competent in the language of instruction of the qualification (English) at NQF Level 4.
Computer Literacy at NQF Level 3 will be an advantage.

Recognition of Prior Learning:

The Recognition of Prior Learning may be used to:
  • Grant admission to learners who do not meet the minimum requirements for admission.
  • Grant learners credits towards the achievement of the qualification The Certificate: Archives and Records Management, NQF Level 5, may be achieved wholly or part through the Recognition of Prior Learning (RPL), in line with Unisa Policy and Procedures.

    Access to the Qualification:

    To gain access to this qualification learners require one of the following:
  • A National Senior Certificate (NSC) with a minimum of 30% in the language of learning and teaching of the Higher Education Institution.
  • A Senior Certificate issued prior to 2008.
  • An appropriate Further Education and Training Certificate or equivalent. 
    		•

    RECOGNISE PREVIOUS LEARNING? 
    Y 

    QUALIFICATION RULES 
    All 10 Modules at NQF Level 5 are compulsory, totalling 120 Credits.

    Credits and learning components assigned to the qualification:
  • Introduction to Archives and Records Management, 12 Credits.
  • Managing Records, 12 Credits.
  • Managing Archives, 12 Credits.
  • Preservation and Conservation of Records and Archival Materials, 12 Credits.
  • Electronic Records Management, 12 Credits.
  • Introducing Applied Information Science, 12 Credits.
  • Introducing Information Records and Sources, 12 Credits.
  • Practicing Workplace English, 12 Credits.
  • End-User Computing, 12 Credits.
  • Archives and Records Management Practicals, 12 Credits. 
    		•

    EXIT LEVEL OUTCOMES 
    1. Explain and define the core concepts and principles for the archives and records' management disciplines.
    2. Explain and apply the principles and practices of maintaining and managing records.
    3. Explain and apply the principles and practices of maintaining and managing archives.
    4. Explain and administer the conservation, preservation and restoration of records and archival materials.
    5. Explain, evaluate and utilise information technology systems for the management of electronic records and information.
    6. Evaluate and correlate information resources to source various types of printed, electronic and internet-based information records.
    7. Describe and evaluate information agencies and information services relevant to the storage of information.
    8. Use business writing skills to produce well-written and communicative documentation.
    9. Identify, implement and manage a practical archival and records' management experiential learning project and report on the completed task.

    Critical Cross-Field Outcomes:

    This qualification addresses all the Critical Cross-Field Outcomes. 

    ASSOCIATED ASSESSMENT CRITERIA 
    Associated Assessment Criteria for Exit Level Outcome 1:
  • The definition, importance and characteristics of archiving and records and records management are explained.
  • The development of records and archival management as disciplines is described.
  • The life cycle of records is explained.
  • The core principles involved in records management are explained.
    > Range: Includes Respect des fonds, provenance and original order.

    Associated Assessment Criteria for Exit Level Outcome 2:
  • The records management programme is described.
  • The records system of an organisation is analysed.
  • A records survey is explained and conducted.
  • A data analysis of organisational structures is carried out.
  • Classification and filing systems are developed and implemented.
  • The retention, disposal and appraisal of organisational records is explained and executed.
  • A retention schedule is developed and implemented for organisational records.

    Associated Assessment Criteria for Exit Level Outcome 3:
  • The practice of archives management is described.
  • The process of acquiring and receiving archival material is explained and applied.
  • The continuing process of archiving is described and employed.
  • Archives are arranged according to requirements.
  • Finding aids are explained and utilised.
  • The process of providing access to archives is explained.

    Associated Assessment Criteria for Exit Level Outcome 4:
  • Types of records and archival materials are identified and explained.
  • The dangers that threaten archival materials are described.
  • Basic conservation and preservation techniques to safeguard records and archival material are explained and implemented.
    > Range: Includes electronic records, documented records, physical items, historical data/artefacts.
  • The requirements for archival buildings to ensure conservation of archived materials are explained with examples.

    Associated Assessment Criteria for Exit Level Outcome 5:
  • Various system and application software programmes related to archives and records management are identified and explained.
  • Different primary and secondary storage devices and hardware components which may be used for archives and records management are identified and described.
  • Professional and creative documents are created using various software programmes.
    > Range: Microsoft Word and Microsoft Excel.
  • Professional and dynamic slide presentations are created and presented using a presentation software package.
  • The concept of electronic records and electronic records management is explained.
  • Types of electronic records are explained with examples.
  • The appraisal and disposal processes for electronic records are explained.
  • An electronic records management policy is analysed and outlined.

    Associated Assessment Criteria for Exit Level Outcome 6:
  • Various types of printed, electronic and internet-based information records are described.
  • Information resources for archives and records management are evaluated and used.

    Associated Assessment Criteria for Exit Level Outcome 7:
  • The different types of library and information services are explained.
  • Information agencies are identified and analysed.

    Associated Assessment Criteria for Exit Level Outcome 8:
  • Written communication is undertaken to meet communiqu needs and expectations.
  • Texts are interpreted and responded to in writing in a range of contexts.

    Associated Assessment Criteria for Exit Level Outcome 9:
  • An archives and records' management project is mapped out in accordance with specific experiential learning requirements.
  • Various functions of records and archival management are performed in line with the specific project plan.
  • Problems related to the management of the records' and archives' project are analysed and solved.
  • A report on the completed task is given in accordance with requirements and time frames.

    Integrated Assessment:

    All assessment will integrate knowledge, skills and attitudes and applied competence.

    Formative Assessment:

    Learning and assessment are integrated. The study guides contain self-assessment tasks with feedback. The scheme of work includes a combination of written and multiple choice assignments based on the learning material which learners have to submit and for which they earn year marks. Learners are given feedback in the form of written comments in the assignments and suggested solutions and mark plans presented in a formal tutorial letter. The process is continuous and focuses on smaller sections of the work and a limited number of outcomes.

    Summative Assessment:

    Examinations of a representative selection of outcomes practiced and assessed in the formative stage. Summative assessment also tests the learner's ability to manage and integrate a large body of knowledge to achieve the stated outcomes of a module. 
    		•

    INTERNATIONAL COMPARABILITY 
    This Higher Certificate in Archives and Records Management was compared to equivalent qualifications from a range of countries. However, Canada, New Zealand and Australia were selected because they are in a similar situation to South Africa in that they only have history and records dating back a few hundred years. This means that the practices they employ in Archives and Records Management would be comparable to ours. However, two other countries were selected because they offer education and training that is considered international best practice in terms of Archives and Records Management.

    The University of British Columbia, Canada: School of Library, Archival and Information Studies:

    Course Titles:
  • Information Technology and Archives.
  • Archival Diplomatic.
  • Arrangement and description of Archival Documents.
  • Management of Current Records.
  • History of Record Keeping.
  • Selection and Acquisition of Archival Documents.
  • The history of Administration in the Canadian Juridical System.
  • Archival Public Services.
  • Advanced Arrangement and Description of Archival Documents.
  • Management of Audio-Visual and Non-Textual Archives.
  • Database Design.
  • The Preservation of Digital Records.
  • Archives and the Web.
  • Management of Libraries and Archives.
  • Archival Systems and the Profession.
  • Topics in the Management of Records: (Administering Freedom of Information and Protection of Privacy Legislations.
  • Topics in the Management of Records: Advanced Management of Current Records.
  • Preservation.
  • Archival Research and Scholarship.
  • Directed Research Project.
  • Local Government Records.
  • Directed Study.
  • Internship.
  • Professional Experience.
  • Thesis.
  • Advanced Seminar in Research Methods.
  • Theoretical and Research Foundations.
  • Advanced Study in Minor Area.

    The majority of the short courses offered in the above Canadian institution are well aligned to the competencies contained in this South African Qualification. They do however; cover some issues which are at a much higher level (Levels 7 to 10). These are issues such as research and conducting a thesis in Archives and Records Management.

    Archives and Records Association of New Zealand (ARANZ), New Zealand:

    Records and Archives:
  • Alphabetical Filing Rules.
  • Archives.
  • Data Management.
  • Electronic Document and Records Management Systems.
  • Metadata.
  • Microform Storage and Preservation.
  • Paper Permanence.
  • Quality Management.
  • Records Management.
  • Security.
  • Storage Accommodation.

    The above modules in the qualification courses are very similar, yet at a lower level to some of the contents of the Modules contained in this Higher Certificate. The ARANZ qualification does however focus quite heavily on electronic and microfilm storage, whereas the Unisa qualification, in addition, covers a range of records storage and archiving processes.

    ESSET Australia, Australia:

    Certificate III in Recordkeeping.

    Core Units:
  • Control records.
  • Undertake disposal.
  • Retrieve information from records.
  • Maintain business records.
  • Review record keeping functions.

    Elective Units: (Choose 7):
  • Deliver and monitor a service to customers.
  • Work effectively with diversity.
  • Maintain financial records.
  • Maintain business resources.
  • Organise workplace information.
  • Utilise a knowledge management system.
  • Contribute to workplace innovation.
  • Process customer complaints.
  • Create electronic presentations.
  • Design and produce text documents.
  • Produce spreadsheets.
  • Design and produce business documents.
  • Recommend products and services.
  • Organise personal work priorities and development.
  • Write simple documents.

    The above recordkeeping course is comparable, in terms of the Core units offered. The Elective units cover more generic administrative functions and duties in an organisation, as well as some personal growth items. The business writing covered seems to be at a lower level.

    University of Liverpool, England:

    Certificate of Archives and Records Management:
  • Documentation and description.
  • Recordkeeping theory and principles.
  • Recordkeeping systems and processes.
  • Digital Records - their nature, use and preservation.
  • Modern palaeography.
  • Comparative recordkeeping study.

    Diploma of Archives and Records Management:
  • Exploitation, preservation and use of records in the repository.
  • Management skills.
  • International recordkeeping.
  • Business records and the business environment.
  • Mediaeval palaeography.
  • Archives and history.

    The majority of the subjects offered in the above two University of Liverpool courses are well aligned to the competencies contained in this Higher Certificate.

    Long Island University, United States of America:

    Advanced Certificate in Archives and Records Management.

    Core Units:
  • Records Management.
  • Archives and Manuscripts.
  • Internship in an Archives or Records Management Setting.

    Elective Units: (Choose 3):
  • Film and Media Collections.
  • Introduction to Preservation.
  • Principles and Practices in Archival Description.
  • Digital Preservation.
  • Rare Books and Special Collections.
  • Appraisal of Archives and Manuscripts.
  • Electronic Records.
  • Information Technologies and Society.
  • Metadata: Description and Access.

    The Long Island University qualification articulates very well with the Unisa qualification, if all the units were taken. The one advantage of the Long Island University's certificate is that a full internship is required, as opposed to just a practical project. The Unisa qualification is, however, more comprehensive in its totality, as learners do not have to do two qualifications for the same result.

    Conclusion:

    The Unisa Higher Certificate in Archives and Records Management compares well to its counterparts internationally and is formed out of a range of learning components which are closely linked and is supported by theory and practical work in the Archives and Records Management environment. 
    		•

    ARTICULATION OPTIONS 
    Horizontal Articulation:

    The qualification articulates horizontally with any cognate Higher Certificate at NQF Level 5.

    Vertical Articulation:

    The qualification articulates vertically with any cognate Advanced Certificate or Diploma at NQF Level 6. 

    MODERATION OPTIONS 
  • All examinations are moderated by an internal (second) and external examiner or moderator. All first and second examiners are Unisa lecturers. External examiners or moderators are senior academics at other tertiary institutions. Both internal and external examiners are appointed by the Dean of the College of Economic and Management Sciences upon recommendation of the Department of Marketing and Retail Management at this institution. Second examiners appointed by the relevant department will act as internal moderators or examiners.
  • Appointments of external assessors and examiners or moderators will be made in accordance with the Unisa Assessment Policy. The University of South Africa has a system of internal and external peer review and evaluation of each course for quality assurance purposes. One of the aspects of the system is an evaluation of the standards and assessment practices of the department and institution by local and international universities, and moderators are alternated for better quality control. 
    		•

    CRITERIA FOR THE REGISTRATION OF ASSESSORS 
  • Academic staff members of the University of South Africa or, in the case of external assessment or examination, academic staff members from other universities who have at least a Master's Degree: Marketing and/or Retail Management will act as assessors. Assessors, assessment and moderation practices must comply with the requirements stipulated in the Assessment, Learner Support, and Open Distance Learning and Recognition of Prior Learning policies of the University of South Africa.
  • Lecturers responsible for the module and external markers (assessors) will act as assessor practitioners in accordance with the Unisa Assessment Policy. Formative and summative assessment will be conducted within the guidelines of the Unisa Assessment Policy. Learner support will be provided in accordance with Unisa Open Distance Learning and Learner Support policies and guidelines. 
    		•

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

    NOTES 
    N/A 

    LEARNING PROGRAMMES RECORDED AGAINST THIS QUALIFICATION: 
     
    NONE 


    PROVIDERS CURRENTLY ACCREDITED TO OFFER THIS QUALIFICATION: 
    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. University of South Africa 


    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.