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 THAT HAS PASSED THE END DATE:

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	4
REGISTRATION STATUS		REGISTRATION START DATE	REGISTRATION END DATE	SAQA DECISION NUMBER
Passed the End Date - Status was "Reregistered"		2018-07-01	2023-06-30	SAQA 06120/18
LAST DATE FOR ENROLMENT		LAST DATE FOR ACHIEVEMENT
2026-06-30		2029-06-30

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	Passed the End Date - Status was "Reregistered"	2023-06-30	SERVICES
Elective	49648	National Certificate: New Venture Creation (SMME)	Level 2	NQF Level 02	Passed the End Date - Status was "Reregistered"	2023-06-30	SERVICES
Elective	50228	National Certificate: Wool and Mohair Handling	Level 2	NQF Level 02	Passed the End Date - Status was "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	Passed the End Date - Status was "Reregistered"	2023-06-30	CHIETA
Elective	50398	National Certificate: Project Support Service	Level 3	NQF Level 03	Passed the End Date - Status was "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.	Advanced Assessments and Train
2.	Training Force (Pty) Ltd (Durban) (TP)
3.	Yenza Umehluko/ Make a Difference

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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.