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Quick Look Course Summary:Records and Information Systems (Unit Standards 110009 + 13933) (3 days)
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Length: 3 day(s)
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Price (at your venue): 1 Person R 21,125 EX VAT 3 Person R 13,658 EX VAT 10 Person R 9,124 EX VAT
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Certification Type:Accredited
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Locations & Venues: Off-site or in-house. We train in all major city centres throughout South Africa.
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Records and Information Systems (Unit Standards 110009 + 13933) (3 days)
Administrators who protect confidential information, keep office stationery under control, and plan, run and improve a filing and retrieval system that people can rely on – with 7 accredited credits.
Lost files, confidential documents left lying around and stationery that quietly disappears all cost an organisation more than it realises. This accredited records management course combines two unit standards, each taught and assessed on its own: unit standard 110009 on managing administration records (NQF Level 4, 4 credits), part of the Further Education and Training Certificate: Business Administration Services (SAQA ID 61595), and unit standard 13933 on planning, monitoring and controlling an information system (NQF Level 3, 3 credits), part of the National Certificate: Business Administration Services (SAQA ID 67465). BOTI delivers both under its Services SETA accreditation.
Days one and two follow unit standard 110009: deciding what counts as confidential in your organisation and how it is kept safe, planning how office stationery is ordered, issued, counted and protected against losses, and acting correctly when someone does not follow the agreed controls.
Day three follows unit standard 13933: planning a storage and retrieval system for paper and electronic records, choosing a classification method, setting up archiving and disposal, and checking the filing regularly so that mistakes are caught and the system keeps getting better.
Why this course
For your organisation
- Confidential documents handled and secured to a clear procedure
- Stationery orders, stock and losses under proper control
- A filing system in which records can be found quickly
- Archiving and disposal that follow company policy
- Two accredited unit standards towards Business Administration qualifications
For your delegates
- Seven accredited credits from two unit standards
- A confidentiality checklist and a stationery control register
- A classification and filing plan for your own records
- Confidence to spot and correct filing and control problems
What delegates will be able to do
- Define which information is confidential in your organisation and how it must be handled
- Secure confidential documents promptly without harming anyone's interests
- Plan how stationery is ordered, stored, issued and counted
- Put loss controls in place and report on stationery movements for a period
- Identify, record and report departures from agreed control measures
- Plan a storage and retrieval system for paper and electronic records
- Choose a classification method and plan archiving and disposal
- Check filing for accuracy, correct misfiled documents and improve the system
Who should attend
Administrators, office managers, records and filing clerks, secretaries, personal assistants and anyone responsible for confidential documents, stationery or a filing system. Unit standard 110009 assumes communication at NQF Level 3, and unit standard 13933 assumes communication at NQF Level 2 or equivalent.
Course outline
Day 1 – Unit standard 110009: confidential information and stationery control
Outcome 1: Handling confidential information
- Defining confidential information for your organisation
- How confidential material is received, stored and shared, with examples
- Locking documents away promptly and securely
- Avoiding harm to clients, staff and other stakeholders
Outcome 2: Controlling and evaluating office stationery
- A control plan: stationery policies, procedures and strategies
- Monitoring, maintaining and improving stock levels
- Shrinkage controls that prevent losses
- Reports on stationery movements for a period
- Running the stationery administration system
- Explaining the control documents to employees
- Evaluating controls and follow-up actions
Day 2 – Unit standard 110009: applying control measures with people
Outcome 3: Implementing control measures with individuals
- Applying the agreed control measures day to day
- Spotting non-conformances and who should deal with them
- Recording problems and negotiating corrective action
- Handling reported non-conformances under company policy
Records control in practice
- Case study: a confidentiality lapse
- Case study: missing stationery stock
- Drafting a non-conformance report
- Building your own records control file
- Portfolio of evidence for unit standard 110009
Day 3 – Unit standard 13933: planning and controlling an information system
Outcome 1: Planning a storage and retrieval system
- The structural and operational needs of the business
- Procedures for manual and computerised records
- Quality checks for tracking, securing and maintaining records
- Planning archive storage
- Choosing a classification method
Outcome 2: Monitoring the filing and retrieval system
- Quality control of sorting, filing and retrieval
- Policy on transferring, archiving and disposing of records
- Following procedures for paper and electronic records
- Why up-to-date paper records matter
Outcome 3: Controlling the filing and retrieval system
- Complete, accurate filing in the right place and format
- Finding and refiling misplaced documents
- Telling staff where filing must improve
- Updating the system on an ongoing basis
- Portfolio of evidence for unit standard 13933
How it is delivered
Three days, 08:30-16:00. In person at your offices anywhere in South Africa, at a BOTI venue, or live online. One delegate or a group of up to 20. Learner guide and workbook for each unit standard, practical workplace activities, and a portfolio of evidence that delegates complete after the course for assessment and moderation.
What our clients say
“The training was practical, engaging and relevant to our workplace environment, providing participants with valuable knowledge and practical skills that could be applied in their respective roles.”
“The facilitator was excellent and took time to ensure that the employee understood the content and was able to apply the learning in order to develop the portfolio of evidence.”
“The training was well received and we were impressed by the knowledge of the facilitators and the quality of overall training.”
Frequently asked questions
Is this course accredited?
Yes. It covers unit standards 110009 (NQF Level 4, 4 credits, FETC: Business Administration Services, SAQA ID 61595) and 13933 (NQF Level 3, 3 credits, National Certificate: Business Administration Services, SAQA ID 67465), delivered under BOTI's Services SETA accreditation (12582).
Until when can delegates enrol?
Delegates can enrol until 30 June 2028.
Are there entry requirements?
Unit standard 110009 assumes communication at NQF Level 3, and unit standard 13933 assumes communication at NQF Level 2 or equivalent.
How are delegates assessed?
Each unit standard has its own portfolio of evidence, completed after the course and then assessed and moderated. Delegates found competent receive a statement of results.
Can the course run at our offices?
Yes. BOTI runs it at your offices anywhere in South Africa, at a BOTI venue or live online, for one delegate or a group of up to 20.
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