Managing Personnel Records - International Records Management ...

esponsibility for the management of middle-grade civil servants from a central
institution (such as the public service ministry) to personnel departments located
in line ministries, then the record system will need to become more decentralised.
? Support by end users. The personnel records system will directly or indirectly
affect every employee. It is therefore important that it enjoys a high level of
support, particularly with the directors of administration and personnel who will
make the greatest use of the system. Decisions about centralisation or
decentralisation must support their needs.
? Information flows. The flow of paper within the system must be analysed to
identify unnecessary duplication and enable the design of better systems.
? Efficiency of communications. Where communications are slow or uncertain,
there are advantages to encouraging stakeholders to hold their own sets of
personnel files. Where communications make it practical to send information to
users as needed, the number of files relating to any individual should be reduced.
Either way, the number of files should be kept to the absolute minimum.
? Security. The creation, use and movement of personal files containing
confidential information must be strictly controlled.
? Resource implications. The larger the task, the greater the institutional support
and resources required. It is important to ensure the benefits are proportionate to
the resources required to implement change.
? Impact of new information systems. Even where the personnel records system is
wholly paper based, automation of areas such as payroll may have an impact on
the way personnel information should be kept.
Activity 10
Are personnel records in your organisation managed centrally or in a decentralised
system? Or are some records kept centrally and others decentrally? Write a brief
description of the system in place. Then describe whether you would recommend a
centralised or decentralised system, based on the factors outlined above. Be sure to
indicate your reasons for your opinion.
OPEN VERSUS CONFIDENTIAL FILES
All staff dealing with personnel information have a duty of confidentiality; they must
not reveal personal information about staff to anyone other than authorised officials.
The practice of using open and confidential files is common in many countries. The
term ‘open’ does not of course imply that the file is open to anyone; it means that the
file is open to those staff authorised to see it. Access to confidential files is restricted.
MANAGING PERSONNEL RECORDS
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