SAQA 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: 

Create, maintain and update record keeping systems 
SAQA US ID UNIT STANDARD TITLE
115855  Create, maintain and update record keeping systems 
ORIGINATOR
SGB Generic Management 
PRIMARY OR DELEGATED QUALITY ASSURANCE FUNCTIONARY
-  
FIELD SUBFIELD
Field 03 - Business, Commerce and Management Studies Generic Management 
ABET BAND UNIT STANDARD TYPE PRE-2009 NQF LEVEL NQF LEVEL CREDITS
Undefined  Regular-Fundamental  Level 5  Level TBA: Pre-2009 was L5 
REGISTRATION STATUS REGISTRATION START DATE REGISTRATION END DATE SAQA DECISION NUMBER
Reregistered  2018-07-01  2023-06-30  SAQA 06120/18 
LAST DATE FOR ENROLMENT LAST DATE FOR ACHIEVEMENT
2024-06-30   2027-06-30  

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 
The person credited with this Unit Standard will be able to create and maintain an effective record keeping system in a business environment. The learner will be able to use this knowledge and skill to provide advice on record keeping systems to the business they are working in

The qualifying learner is capable of:
  • Explaining why companies record and keep information
  • Describing the type of records used in a specific business sector
  • Locating and providing records to users on request
  • Creating a record keeping system
  • Maintaining and updating the record keeping system 

  • LEARNING ASSUMED TO BE IN PLACE AND RECOGNITION OF PRIOR LEARNING 
    It is assumed that learners accessing this qualification are competent in:
  • Computer Literacy at NQF Level 3
  • Mathematical Literacy at NQF Level 4
  • Accountancy and Communications at NQF level 4 or its equivalent 

  • UNIT STANDARD RANGE 
  • Record keeping system will include computer systems and manual systems.
  • Data will include system information, client information and product information. 

  • Specific Outcomes and Assessment Criteria: 

    SPECIFIC OUTCOME 1 
    Explain why companies record and keep information. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    The reason for recording information is explained with reference to actual documentation used in a business context. 

    ASSESSMENT CRITERION 2 
    The type of information contained in records is explained in line with practices in a specific organisation. 

    ASSESSMENT CRITERION 3 
    Methods of creating records using different types of technology are named with examples. 

    SPECIFIC OUTCOME 2 
    Describe the type of records that are used in a specific business sector. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    The different types of records used by a specific organisation are identified and explained with examples. 

    ASSESSMENT CRITERION 2 
    Information contained in a contract, agreement or quotation is explained with reference to a named document. 

    ASSESSMENT CRITERION 3 
    The purpose of maintaining a record of contracts, agreements and quotations is described with reference to legislative and organisational requirements. 

    ASSESSMENT CRITERION 4 
    The importance of recording client specific details is known and explained with examples from one's own business sector in line with organisational requirements. 

    ASSESSMENT CRITERION 5 
    The purpose of recording changes to contracts, agreements and quotations is explained with reference to different circumstances and legislative and organisational requirements. 

    SPECIFIC OUTCOME 3 
    Locate and provide records to users on request. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    Required records are located using correct organisational procedures. 

    ASSESSMENT CRITERION 2 
    Requested data is located, accessed and retrieved from the records. 

    ASSESSMENT CRITERION 3 
    Confidential records are given only to authorised people and confidentiality practices are implemented according to company procedures. 

    ASSESSMENT CRITERION 4 
    The record retrieval process is specified and followed as per requirements. 

    SPECIFIC OUTCOME 4 
    Create a record keeping system. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    The Requirements of the organisation related to record keeping are determined through research. 

    ASSESSMENT CRITERION 2 
    A record keeping system is created ensuring that it is cost effective, practical and user-friendly. 

    ASSESSMENT CRITERION 3 
    The implementation of the record keeping system is monitored and recommendations made as to amendments which need to be made to aid effectiveness and efficiency of the system. 

    SPECIFIC OUTCOME 5 
    Maintain and update the record keeping system. 

    ASSESSMENT CRITERIA
     

    ASSESSMENT CRITERION 1 
    The Record keeping system is monitored and reviewed to comply with company standards and requirements. 

    ASSESSMENT CRITERION 2 
    The record keeping system is updated to meet new developments in the organisation and/or needs of the employees. 

    ASSESSMENT CRITERION 3 
    Problems with the record keeping system are resolved using appropriate techniques or referred to outside agencies who can solve the problem. 


    UNIT STANDARD ACCREDITATION AND MODERATION OPTIONS 
  • An individual wishing to be assessed (including through RPL) against this Unit Standard may apply to an assessment agency, assessor or provider institution accredited by the relevant ETQA, or an ETQA that has a Memorandum of Understanding with the relevant ETQA.
  • Anyone assessing a learner against this Unit Standard must be registered as an assessor with the relevant ETQA, or an ETQA that has a Memorandum of Understanding with the relevant ETQA.
  • Any institution offering learning that will enable achievement of this Unit Standard or assessing this Unit Standard must be accredited as a provider with the relevant ETQA, or an ETQA that has a Memorandum of Understanding with the relevant ETQA.
  • Moderation of assessment will be conducted by the relevant ETQA at its discretion. 

  • UNIT STANDARD ESSENTIAL EMBEDDED KNOWLEDGE 
  • Record keeping systems
  • Administration procedures
  • The principles of confidentiality and security
  • The different types of records specific to a business sector 

  • UNIT STANDARD DEVELOPMENTAL OUTCOME 
    N/A 

    UNIT STANDARD LINKAGES 
    N/A 


    Critical Cross-field Outcomes (CCFO): 

    UNIT STANDARD CCFO IDENTIFYING 
    Identify and solve problems, which are directly related to an organisation's administration and record keeping system. 

    UNIT STANDARD CCFO WORKING 
    Work effectively with others in the process of creating, maintaining and updating record keeping systems within an organisation. 

    UNIT STANDARD CCFO ORGANISING 
    Organise and manage oneself and one's activities responsibly and effectively and responsibly by ensuring that records are stored correctly. 

    UNIT STANDARD CCFO COLLECTING 
    Collect, analyse, organise and critically evaluate information pertaining to record keeping and record keeping maintenance. 

    UNIT STANDARD CCFO SCIENCE 
    Using science and technology effectively in the pursuit of effective and efficient record keeping systems. 

    UNIT STANDARD CCFO DEMONSTRATING 
    Demonstrating an understanding of the world as a set of related systems by recognising the implications to the organisation should any document go missing or is misplaced. 

    UNIT STANDARD ASSESSOR CRITERIA 
    N/A 

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

    UNIT STANDARD NOTES 
    N/A 

    QUALIFICATIONS UTILISING THIS UNIT STANDARD: 
      ID QUALIFICATION TITLE PRE-2009 NQF LEVEL NQF LEVEL STATUS END DATE PRIMARY OR DELEGATED QA FUNCTIONARY
    Core  65229   Further Education and Training Certificate: Animal Protection  Level 4  NQF Level 04  Passed the End Date -
    Status was "Reregistered" 
    2012-06-30  LG SETA 
    Core  61609   Further Education and Training Certificate: Volunteer Support  Level 4  NQF Level 04  Reregistered  2021-06-30  As per Learning Programmes recorded against this Qual 
    Core  66190   National Certificate: Adventure Based Learning  Level 5  Level TBA: Pre-2009 was L5  Reregistered  2023-06-30  CATHSSETA 
    Core  48886   National Certificate: Business Advising  Level 5  Level TBA: Pre-2009 was L5  Passed the End Date -
    Status was "Reregistered" 
    2010-11-11  Was SERVICES until Last Date for Achievement 
    Core  57651   National Certificate: Forensic Science  Level 5  Level TBA: Pre-2009 was L5  Reregistered  2023-06-30  SAS SETA 
    Core  79406   National Certificate: Maintenance Coordination  Level 5  NQF Level 05  Passed the End Date -
    Status was "Reregistered" 
    2015-06-30  MERSETA 
    Core  50245   National Certificate: Maintenance Coordination  Level 5  Level TBA: Pre-2009 was L5  Passed the End Date -
    Status was "Registered" 
    2010-11-11  TETA 
    Core  97228   National Certificate: Paralegal Practice  Level 5  NQF Level 05  Reregistered  2021-06-30  As per Learning Programmes recorded against this Qual 
    Core  60309   National Certificate: Sport Management  Level 5  Level TBA: Pre-2009 was L5  Reregistered  2023-06-30  CATHSSETA 
    Core  49277   National Diploma: Braille Practice  Level 5  NQF Level 05  Passed the End Date -
    Status was "Reregistered" 
    2020-07-30  ETDP SETA 
    Fundamental  50438   National Certificate: Immigration Services  Level 5  Level TBA: Pre-2009 was L5  Passed the End Date -
    Status was "Registered" 
    2009-06-29  Was PSETA until Last Date for Achievement 
    Fundamental  60070   National Certificate: Inspection and Assessment (Non-Metallics)  Level 5  Level TBA: Pre-2009 was L5  Reregistered  2023-06-30  MERSETA 
    Fundamental  58802   National Diploma: Disability Employment Practice  Level 5  NQF Level 05  Passed the End Date -
    Status was "Reregistered" 
    2020-07-30  SABPP 
    Elective  72050   Further Education and Training Certificate: Pharmacist Assistance  Level 4  NQF Level 04  Reregistered  2021-06-30  As per Learning Programmes recorded against this Qual 
    Elective  79886   National Certificate: Business Advising  Level 5  NQF Level 05  Reregistered  2023-06-30  SERVICES 
    Elective  59325   National Certificate: Environmental Noise Control  Level 5  Level TBA: Pre-2009 was L5  Passed the End Date -
    Status was "Reregistered" 
    2015-06-30  LG SETA 
    Elective  59201   National Certificate: Generic Management  Level 5  Level TBA: Pre-2009 was L5  Reregistered  2023-06-30  As per Learning Programmes recorded against this Qual 
    Elective  66869   National Certificate: Home Affairs Services  Level 5  Level TBA: Pre-2009 was L5  Reregistered  2023-06-30  PSETA 
    Elective  80046   National Certificate: Tactical Road Traffic Operations  Level 5  NQF Level 05  Reregistered  2023-06-30  SAS SETA 
    Elective  60549   National Diploma: Aeronautical Information Management Practice  Level 5  NQF Level 05  Passed the End Date -
    Status was "Reregistered" 
    2016-12-31  TETA 
    Elective  49710   National Diploma: Development Practice  Level 5  NQF Level 05  Passed the End Date -
    Status was "Reregistered" 
    2020-07-30  ETDP SETA 
    Elective  59304   National Diploma: Freight Forwarding and Customs Compliance  Level 5  NQF Level 05  Passed the End Date -
    Status was "Reregistered" 
    2020-07-30  TETA 
    Elective  63369   National Diploma: Trade Union Practice  Level 5  NQF Level 05  Passed the End Date -
    Status was "Reregistered" 
    2020-07-30  ETDP SETA 
    Elective  66109   National Diploma: Aircraft Performance Engineering  Level 6  NQF Level 06  Passed the End Date -
    Status was "Reregistered" 
    2016-12-31  TETA 


    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. 2000 SIMUNYE SECURITY TRAINING ACADEMY 
    2. ADVANCED RISK SOLUTIONS 10000 (PTY) LTD 
    3. AFRIC POLICING INSTITUTE 
    4. AMODA LEGAL CONSULTING 
    5. ARKE LEGAL ADVISORS 
    6. Avenida (Pty) Ltd 
    7. BATES COLLEGE OF TECHNOLOGY (PTY) LTD 
    8. BEST PERFORMERS COLLEGE 
    9. BITLINE SA 368 CC 
    10. BOKAMOSO INSTITUTE OF SOUTH AFRICA 
    11. BRIGHT IDEA PROJECTS 447 PTY LTD T/A MIND -THE- GAP 
    12. BROOKLYN CITY COLLEGE (PTY) LTD - PRETORIA 
    13. CENTRE FOR COMMUNITY JUSTICE AND DEVELOPMENT 
    14. COLLINS SEBOLA FINANCIAL SERVICES (PTY) 
    15. CRANE INTERNATIONAL ACADEMY DURBAN 
    16. CRANE INTERNATIONAL ACADEMY MIDDLEBURG 
    17. CRANE INTERNATIONAL BURGERSFORT 
    18. CRANE SKILLS TRAINING ACDEMY INTERNATIONAL 
    19. DAM SCHOOL OF POLICING 
    20. DAM SCHOOL OF POLICING POLOKWANE 
    21. DAM SCHOOL OF POLICING PRETORIA 
    22. Department Of Justice (head Office) 
    23. DOBSONVILLE HUMAN RIGHTS CENTRE 
    24. EKURHULENI EAST TVET COLLEGE 
    25. EKURHULENI WEST TVET COLLEGE 
    26. ELASON PRO-ACTIVE SECURITY (PTY) LTD 
    27. ENGIE SECURITY SERVICES TRAINING AND DEVELOPMENT CENTRE PTY LTD 
    28. FUMANI HOLDINGS PTY LTD 
    29. GOBELA CONSULTING 
    30. GOLDFIELDS TVET COLLEGE 
    31. Health Science Academy 
    32. HJN POLOKWANE BRANCH PTY LTD 
    33. HJN PROTORIA BRANCH 02 
    34. HJN TRAINING CC 
    35. IFIHLILE TRAINING ACADEMY GAUTENG 
    36. Ikhwezi Training Institute (Pty) Ltd 
    37. INSTITUTE FOR PROFESSIONAL LEGAL TRAINING 
    38. LATHITHA TRAINING AND HR SOLUTIONS 
    39. LAW SOCIETY OF SOUTH AFRICA 
    40. LUCENT EDUCATION PTY LTD 
    41. LWAZI ACADEMY OF LEARNING 
    42. Makwedeng Training 
    43. MANDULO FOUNDATION 
    44. MAS SAFE SECURITY CC 
    45. MIDRAND TRAINING ACADEMY PTY LTD 
    46. MPHAFA TRAINING PROVIDERS (PTY) LTD 
    47. MY KIDS EMPIRE INVESTMENTS AND PROJECTS 
    48. NKANGALA TVET COLLEGE 
    49. ORBIT TVET COLLEGE 
    50. OXY TRADING 735 CC 
    51. PACINAMIX PTY LTD. 
    52. PHALAPHALA MANAGEMENT CONSULTING CC 
    53. QUBELISA MTIYA SKILLS DEVELOPMENT ACADEMY (PTY) LTD 
    54. RAMAZWI SECURITY SERVICES CC 
    55. RI A LINDA SECURITY SOLUTIONS 
    56. SA LAW SCHOOL DURBAN 
    57. SA PROTECTION AND SECURITY UNIT (PTY) LTD 
    58. SHAMARIAH SECURITY AND TRAINING 
    59. SIYANIVIKELA SECURITY SERVICES 
    60. SIZANI CONSULTING 
    61. SNAP SOLUTIONS NETWX PTY LTD 
    62. SOUTH AFRICAN LAW SCHOOL 
    63. STRATEGIC INVESTIGATIONS AND SEMINARS 
    64. Success Skills Development and Training Pty Ltd 
    65. The Institute of Paralegal Practice Development and Research 
    66. Tshwane South Public FET College - Central Office 
    67. TSHWANE SOUTH TVET COLLEGE ATTERIDGEVILLE CAMPURS 
    68. TSHWANE SOUTH TVET COLLEGE ODI CAMPUS 
    69. TSHWANE SOUTH TVET COLLEGE PRETORIA WEST CAMPUS 
    70. UKULIMA BUSINESS SLUTIONS (PTY) LTD 
    71. VISHAL JUNKEEPARSAD AND COMPANY INC 
    72. W Z EVENTS AND PROJECTS MANAGEMENT 
    73. XULU-MAKHATHINI CONSULTANT 



    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.