Higher Certificate: Archives and Records Management

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.

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.

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.

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 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.