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Quick Look Course Summary:Records and Information Systems (Unit Standards 14339 + 14340) (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 14339 + 14340) (3 days)
Administrators and clerks who know why records are kept, maintain contract and client records correctly, find and supply records quickly, keep confidential information safe, and file and retrieve information without loss – with 9 accredited credits.
Lost files, misfiled contracts and leaked client details cost organisations time, money and trust. This accredited records management course combines two unit standards from the National Certificate: Business Administration Services (NQF Level 2, SAQA ID 23833), each taught and assessed on its own: unit standard 14339 on the types of records your industry needs and why they are kept (NQF Level 2, 5 credits) and unit standard 14340 on maintaining an existing information system (NQF Level 2, 4 credits). Because both belong to the same qualification, BOTI registers them together as one skills programme under its Services SETA accreditation.
Days one and two follow unit standard 14339: why organisations keep records, contract and client records, finding and supplying records within agreed service levels, and keeping customer and company information confidential.
Day three follows unit standard 14340: classifying and filing paper documents, retrieving and tracking files, tracing missing items, and securing valuable documents and reference material.
Why this course
For your organisation
- Records that can be found when they are needed
- Client and company information kept confidential
- Fewer losses and delays from misfiling
- Nine accredited credits registered as one skills programme
For your delegates
- Nine accredited credits from two unit standards in one qualification
- A clear understanding of why and how records are kept
- Practical filing and retrieval skills
- Confidence handling confidential information
What delegates will be able to do
- Explain why organisations keep records
- Maintain records of contracts, agreements and quotations
- Locate and supply records on request
- Keep customer and company information confidential
- Classify, file and cross-reference documents
- Retrieve, track and trace files
- Secure valuable documents and report breaches
Who should attend
Administrators, filing and records clerks, receptionists and office assistants who create, store or find records. Unit standard 14339 assumes a GETC, or communication and mathematical literacy at NQF Level 1. Unit standard 14340 assumes a GETC, or communication and mathematical literacy at NQF Level 1.
Course outline
Day 1 – Unit standard 14339: why records matter
Outcome 1: Why organisations keep records
- What a record is for, shown with a real document
- Information your sector keeps on record
- Paper, electronic and other ways of creating records
- How different roles use the same record
Outcome 2: Contract records
- What contracts, agreements and quotations contain
- Why these records must be kept
- Recording client details correctly
- Recording changes to a contract or quotation
Day 2 – Unit standard 14339: finding records and keeping them confidential
Outcome 3: Finding and supplying records
- Paper and electronic filing systems
- Finding records within agreed service levels
- Who may see confidential records, and why
- Copying records and logging each request
- Returning originals safely
Outcome 4: Confidentiality
- Recognising and reporting breaches
- Sharing confidential information only with approved staff
- Company rules and the Protection of Personal Information Act
- When colleagues ignore security procedures
- Working within the code of conduct
- Portfolio of evidence for unit standard 14339
Day 3 – Unit standard 14340: storing and retrieving information
Outcome 1: Storing information
- Classifying, sorting and recording paper documents
- Filing in the right place and order
- What misfiling costs
- Keeping documents safe and undamaged
- Cross-referencing, and referring doubtful cases
- Keeping the finding aids up to date
Outcome 2: Retrieving information
- Finding, copying and sending what was asked for
- Explaining delays politely
- Tracking files that are out
- Tracing missing or overdue files
Outcome 3: Securing valuable documents
- Procedures for valuable documents and reference material
- What a security breach can do
- Spotting and fixing risks in your area
- Reporting violations
- Portfolio of evidence for unit standard 14340
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 14339 (NQF Level 2, 5 credits) and 14340 (NQF Level 2, 4 credits). Both belong to the National Certificate: Business Administration Services (NQF Level 2) (SAQA ID 23833), so they are registered together as one skills programme 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 14339 assumes a GETC, or communication and mathematical literacy at NQF Level 1; unit standard 14340 assumes a GETC, or communication and mathematical literacy at NQF Level 1.
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.
Is there a shorter version without assessment?
Yes. The Administrative Office Procedures Course covers related skills, with a BOTI certificate of attendance.
Related courses
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