Course Title: Set up a business or records system for a small office

Part B: Course Detail

Teaching Period: Term2 2009

Course Code: OFFC5185C

Course Title: Set up a business or records system for a small office

School: 650T TAFE Business

Campus: City Campus

Program: C4114 - Certificate IV in Business Administration

Course Contact : Hazel Sims

Course Contact Phone: +61 3 9925 1316

Course Contact

Name and Contact Details of All Other Relevant Staff

Nominal Hours: 40

Regardless of the mode of delivery, represent a guide to the relative teaching time and student effort required to successfully achieve a particular competency/module. This may include not only scheduled classes or workplace visits but also the amount of effort required to undertake, evaluate and complete all assessment requirements, including any non-classroom activities.

Pre-requisites and Co-requisites


Course Description

This unit covers the skills and knowledge required to research the recordkeeping requirements, development and implementation of a business or records system for a small office (eg micro business, branch/regional office).

National Codes, Titles, Elements and Performance Criteria

National Element Code & Title:

BSBRKG403A Set up a business or records system for a small office


Describe the business context.

Performance Criteria:

2.1 The legislation and regulations applicable to the organisation and industry sector are identified and documented.

2.2 The business and social context of the organisation is identified and documented and any specific expectations of its clients or other stakeholders identified.

2.3 The security and access requirements for business or records system content are determined from analysis of the organisation's activities.

2.4 All reporting and accountability requirements of the organisation are analysed from the business context documentation.



Determine the recordkeeping.

Performance Criteria:

3.1 The organisational functions for which records must be kept are identified from analysis of the business and context documentation.

3.2 The nature, detail, and format of the records (content and metadata) for each of the organisation's functions are determined from the analysis of the business and its context.

3.3 The security and privacy protection restrictions applying to the records are identified and documented as part of the metadata.



Develop business rules and procedures to support the operations.

Performance Criteria:

5.1 Rules for incorporating individual records and recording information (records capture) into the business or records system are developed.

5.2 Rules for deciding and recording retention periods and appropriate disposal actions for records are developed.

5.3 Procedures for the use of the system are developed and documented in a format, style and language appropriate for the scale, nature and culture of the organisation, and for the number of operators who use the system.

5.4 Training/instruction in the use of the business or records system is provided to system users in line with the culture and scale of the organisation.


Devise an appropriate recordkeeping system.

Performance Criteria:

4.1 The metadata needed to manage (for storing, locating and retrieving) the records in a business or records system are determined.

4.2 The scale and number of the business or records system(s) selected are appropriate to the scale and nature of the business operations.

4.3 The technological requirements of the business or records system(s) selected are appropriate to the scale and nature of the business operations.

4.4 The cost structure for the business or records system(s) selected is appropriate to the scale, nature, and cash flow requirements of the organisation.

4.5 The maintenance, disposal and updating requirements of the business or records system conform to the scale, nature and culture of the organisation.

4.6 The business or records system selected is suited to the projected growth of the organisation.


Identify the business and resources of the office.

Performance Criteria:

1.1 The core business and supporting activities (organisational functions) of the organisation are identified from observation and consultation and are documented.

1.2 The industry sector in which the organisation operates and industry-specific reporting requirements are identified and documented.

1.3 The human resource availability for the business or records system operation and maintenance is identified for input to analysis.

1.4 The technological and physical resource availability for purchase/development, location, and operation of the business or records system(s) is identified for input to analysis.


Learning Outcomes

Details of Learning Activities

Learning activities will include class-based theory and discussions based on the textbook, industry practice, presentations, observations, researching the Internet, library and DVD’s. Students will need to have access to a workplace in order to carry out the assessment.

Teaching Schedule

Week beginning
Week 1

Course Guide

What do we know about office recordkeeping?

What are records?


Access to a  workplace will be discussed.


Learning Hub and useful handouts.

Week 2  
Week 3  
Week 4  
Week 5  
Week 6  
Week 7   
Week 8  
Week 9 Mid-semester break  
Week 9  
Week 10

Identify the business and resources of the office

Describe the business context

Week 11Determine the recordkeeping Text
Week 12Devise an appropriate recordkeeping system Text
Week 13Develop business rules and procedures to support the operations Text
Week 14  Records test (40%)
Week 15  Records consultant’s report due (60%)
Week 16  
Weeks 17 and 18 Feedback and review.

Learning Resources

Prescribed Texts

ANTA, BSBRKG403A - Set up a business or records sytem for a small office, IBSA



Other Resources

Overview of Assessment

Students must demonstrate an understanding of all elements of a particular competency to be deemed competent. Assessment methods have been designed to measure achievements of each competency in a flexible manner. Assessments will incorporate a variety of methods: class exercises, homework, practical project and tests. Students are advised that they are likely to be asked to personally demonstrate their assessment work to their teacher to ensure that the relevant competency standards are being met. In addition to the assessments, formative feedback is provided to the students throughout the duration of the course

Learning activities will include class-based discussions, exercises, small group work, online activities, reading and reflection on various activities, together with independent and group research in order to develop competency including the underpinning skills and knowledge.

Assessment Tasks

Records Consultants Report – Due Week 15 (60%)
As an individual “consultant”, the student will consult firstly with the teacher about the conduct and planning of this workplace based assessment.  The student will need to have read the textbook completely in order to successfully pass this assignment. The student will investigate and make recommendations on an established records system to create a new records system in a small office. You will investigate both manual paper-based systems and those involving technology-based systems. The money allocated for the creation of the new records system is $4000. You will conduct a detailed analysis of the business and its functions in order to create and implement a meaningful records system that will work efficiently and effectively.

The report is to be approximately 2,500 words and submitted to the Assignment Box on Level 13. Refer to the marking criteria guide found on the Learning Hub. Students will write a business report and attach evidence of records systems and recommended purchases to the value of $4000 as an appendix to the report.

Class Test – Week 14 (40%)
Based on the text students will sit a closed book theory test.

Assessment Matrix


Records Consultant Report


Class Test


Identify the business and resources of the office YESYES
Describe the business context  YESYES 
Devise an appropriate recordkeeping system YESYES
Develop business rules and procedures to support the operations YESYES 

Other Information


A pass in an assessment piece will result in a grade for the student.  Where a pass is achieved competency for that assessment is given. Where a pass is not achieved in any assessment piece an NYC (Not Yet Competent) grade will be given.  Competency MUST be achieved for each element of competency within a competency standard for a pass grade (or higher grade) to be given.  Where competency for all elements of competency is not achieved, an overall NN grade will result.

Submission of written work/assessment

All of your written work must conform with RMIT’s guidelines "Written Reports and Essays: Guidelines for Referencing and Presentation in RMIT Business" which can be found on the RMIT website.

All of your written assessment must be lodged by the due date in the format specified for the particular assessment task.  Written assessment must have a footer containing: student number, student name, course code, title of assessment and teacher’s name.

Staple your assignment.  Please do not place in plastic binders or plastic pockets.

Attach a signed Assignment Cover Sheet to each submission of written work or assessment.  Cover Sheets are available near the lifts on Level 13.

You must keep a copy of your assignment/written work, which can be produced if the original is lost or damaged.

Late Submission of Work or Assessment

Only in cases of exceptional and genuine hardship (not including inconvenience or poor study planning), will limited extensions be considered.  Students must lodge a completed Application of Extension Form before the official submission date for the work or assessment.  Completed applications are to be addressed to the course coordinator and submitted via Reception on Level 13, Building 108.  Documentary evidence should be provided Note:  Extensions are not automatically granted.

Employability Skills
This course/competency includes the employability skills listed below which are assessable under the Business Services Training Package.

In order to be able to effectively demonstrate the required employability skills during the course, students should participate and aim to attend punctually.  Students are required to contribute to 80% plus of the required classes.  Please note that employability skills are assessed across the entire program.

Employability skills are a core component of the competency and if a student is unable to effectively demonstrate these skills, a mark of NYC (Not Yet Competent) will be given for the course.

Employability skills identified for this course are:

Problem solving
Initiative and enterprise
Planning and organising

From July 2008 students issued with Training Package qualifications have been informed by their Registered Training Organisation that Employability Skills Summaries for Training Package qualifications can be downloaded from  Registered Training Organisations are required to add the mandatory sentence providing the URL for the Employability Skills summaries to Training Package and qualification testamurs from 1 January 2009.  The Australian Qualification Framework Implementation Handbook has been amended to show this requirement.

























































Course Overview: Access Course Overview