NZQA registered unit standard
17214 version 4
Page 1 of 3
Title
Operate a records management system in a public sector
organisation
Level
3
Credits
3
Purpose
People credited with this unit standard are able to explain the
purpose of a records management system in the context of a
public sector organisation, and operate a records storage and
retrieval system in a public sector organisation.
Classification
Public Sector Services > Public Sector Core Skills
Available grade
Achieved
Explanatory notes
1
This unit standard is intended for people who are employed in the public sector and
evidence should come from within the candidate’s workplace.
2
Definition
Public sector refers to the State sector (central Government), including the Public
Service, crown entities, non-uniformed staffs of the services and forces, offices of
Parliament; and all local authorities (local Government), including local authority
trading enterprises (LATEs).
3
Performance of outcomes of this unit standard must comply with relevant current
legislation:
Public Records Act 2005;
Evidence Act 2006;
Health and Safety in Employment Act 1992;
Human Rights Act 1993;
Privacy Act 1993;
Official Information Act 1982.
4
The standards and policies set by Archives New Zealand are relevant to this unit
standard. These will be reflected in the organisational policies and procedures
relevant to the public sector organisation in which the candidate is employed.
Outcomes and evidence requirements
Outcome 1
Explain the purpose of a records management system in the context of a public sector
organisation.
The Skills Organisation
SSB Code 100401
 New Zealand Qualifications Authority 2016
NZQA registered unit standard
17214 version 4
Page 2 of 3
Evidence requirements
1.1
The explanation identifies the objectives of a records management programme
in terms of meeting the organisation’s internal and external information
requirements.
objectives include but are not limited to – furnish accurate and
complete information, process recorded information efficiently,
provide information cost-effectively.
Range
1.2
The explanation identifies the impact of legislation on the record keeping
system.
legislation includes but is not limited to – Official Information Act
1982, Privacy Act 1993, Public Records Act 2005.
Range
Outcome 2
Operate a records storage and retrieval system in a public sector organisation.
Range
records will include but are not limited to – hard copy (paper based records),
electronic records (including electronic files and email filing systems), visual or
audio media.
Evidence requirements
2.1
Operation is in accordance with organisational requirements.
operations include but are not limited to – creation, storage,
retrieval, archiving, disposal.
Range
2.2
Operation is in the context of the roles and responsibilities of a specific
employment situation in the public sector.
Planned review date
31 December 2013
Status information and last date for assessment for superseded versions
Process
Version Date
Last Date for Assessment
Registration
1
22 December 1999
31 December 2012
Review
2
27 May 2003
31 December 2012
Rollover and
Revision
3
20 November 2009
31 December 2012
Review
4
20 May 2011
N/A
The Skills Organisation
SSB Code 100401
 New Zealand Qualifications Authority 2016
NZQA registered unit standard
17214 version 4
Page 3 of 3
Consent and Moderation Requirements (CMR) reference
0121
This CMR can be accessed at http://www.nzqa.govt.nz/framework/search/index.do.
Please note
Providers must be granted consent to assess against standards (accredited) by NZQA,
before they can report credits from assessment against unit standards or deliver courses
of study leading to that assessment.
Industry Training Organisations must be granted consent to assess against standards by
NZQA before they can register credits from assessment against unit standards.
Providers and Industry Training Organisations, which have been granted consent and
which are assessing against unit standards must engage with the moderation system that
applies to those standards.
Requirements for consent to assess and an outline of the moderation system that applies
to this standard are outlined in the Consent and Moderation Requirements (CMRs). The
CMR also includes useful information about special requirements for organisations wishing
to develop education and training programmes, such as minimum qualifications for tutors
and assessors, and special resource requirements.
Comments on this unit standard
Please contact The Skills Organisation info@skills.org.nz if you wish to suggest changes
to the content of this unit standard.
The Skills Organisation
SSB Code 100401
 New Zealand Qualifications Authority 2016