1
ARM2602 Assignment 2 Semester 1 2026 (Answer Guide) – Due 10
April 2026
VERIFIED AND CERTIFIED ANSWERS. WRITTEN IN REQUIRED FORMAT AND WITHIN
GIVEN GUIDELINES. IT IS GOOD TO USE AS A GUIDE AND FOR REFERENCE, NEVER
PLAGARIZE. Thank you and success in your academics.
UNISA, 2026
Contents
QUESTION 1 .......................................................................................................................................... 2
1.1 Definition and Explanation of Functional Analysis and Records Survey .................. 2
1.2 Functional Analysis of the University .................................................................................. 2
Conclusion ......................................................................................................................................... 6
QUESTION 2 .......................................................................................................................................... 6
2.1 Identification of Student Records ......................................................................................... 6
2.2 Categorisation and File Plan Development ........................................................................ 7
A. Administrative Matters .............................................................................................................. 7
B. Financial Matters ......................................................................................................................... 8
C. Study-Related Matters ............................................................................................................... 9
Overall File Plan Summary ............................................................................................................ 9
REFERENCES ..................................................................................................................................... 10
, 2
QUESTION 1
1.1 Definition and Explanation of Functional Analysis and Records Survey
In the context of records management at University of South Africa, both functional
analysis and records survey are essential processes used to improve the creation,
organisation, and control of institutional records.
A functional analysis refers to a systematic process of identifying and examining the
core functions, sub-functions, and activities performed by an organisation. It focuses on
what the institution does rather than how it is structured. In a large university such as
Unisa, functional analysis involves breaking down operations into major areas such as
teaching, research, finance, and administration, and identifying the records generated
from these activities. The purpose of functional analysis is to provide a clear framework
for developing classification systems, retention schedules, and accountability structures
(Oliver & Foscarini, 2014).
In contrast, a records survey is the process of identifying, locating, and evaluating
records that already exist within the organisation. It focuses on what records are
available, where they are stored, their formats (manual or electronic), their volume, and
their condition. The purpose of a records survey is to gain a comprehensive
understanding of current recordkeeping practices and to identify gaps, duplication, and
inefficiencies (Brown, 2013).
Although these two processes differ in focus, they are complementary. Functional
analysis is proactive and strategic, as it defines how records should be created and
managed based on organisational functions. A records survey, on the other hand, is
practical and diagnostic, as it assesses the current state of records. Together, they
ensure that records management systems are both well-designed and aligned with real
operational practices, thereby enhancing compliance, accountability, and service
delivery within the university.
1.2 Functional Analysis of the University
ARM2602 Assignment 2 Semester 1 2026 (Answer Guide) – Due 10
April 2026
VERIFIED AND CERTIFIED ANSWERS. WRITTEN IN REQUIRED FORMAT AND WITHIN
GIVEN GUIDELINES. IT IS GOOD TO USE AS A GUIDE AND FOR REFERENCE, NEVER
PLAGARIZE. Thank you and success in your academics.
UNISA, 2026
Contents
QUESTION 1 .......................................................................................................................................... 2
1.1 Definition and Explanation of Functional Analysis and Records Survey .................. 2
1.2 Functional Analysis of the University .................................................................................. 2
Conclusion ......................................................................................................................................... 6
QUESTION 2 .......................................................................................................................................... 6
2.1 Identification of Student Records ......................................................................................... 6
2.2 Categorisation and File Plan Development ........................................................................ 7
A. Administrative Matters .............................................................................................................. 7
B. Financial Matters ......................................................................................................................... 8
C. Study-Related Matters ............................................................................................................... 9
Overall File Plan Summary ............................................................................................................ 9
REFERENCES ..................................................................................................................................... 10
, 2
QUESTION 1
1.1 Definition and Explanation of Functional Analysis and Records Survey
In the context of records management at University of South Africa, both functional
analysis and records survey are essential processes used to improve the creation,
organisation, and control of institutional records.
A functional analysis refers to a systematic process of identifying and examining the
core functions, sub-functions, and activities performed by an organisation. It focuses on
what the institution does rather than how it is structured. In a large university such as
Unisa, functional analysis involves breaking down operations into major areas such as
teaching, research, finance, and administration, and identifying the records generated
from these activities. The purpose of functional analysis is to provide a clear framework
for developing classification systems, retention schedules, and accountability structures
(Oliver & Foscarini, 2014).
In contrast, a records survey is the process of identifying, locating, and evaluating
records that already exist within the organisation. It focuses on what records are
available, where they are stored, their formats (manual or electronic), their volume, and
their condition. The purpose of a records survey is to gain a comprehensive
understanding of current recordkeeping practices and to identify gaps, duplication, and
inefficiencies (Brown, 2013).
Although these two processes differ in focus, they are complementary. Functional
analysis is proactive and strategic, as it defines how records should be created and
managed based on organisational functions. A records survey, on the other hand, is
practical and diagnostic, as it assesses the current state of records. Together, they
ensure that records management systems are both well-designed and aligned with real
operational practices, thereby enhancing compliance, accountability, and service
delivery within the university.
1.2 Functional Analysis of the University
