Managing Personnel Records - International Records Management ...

STUDY QUESTIONS
1. Explain at least five typical problems that might be encountered when managing
personnel records.
2. Explain two common filing problems encountered when managing personnel records.
3. Explain the concepts of centralised and decentralised personnel records management.
4. Explain at least five factors that must be considered when determining whether to
establish a centralised or decentralised personnel records management system.
5. What levels of security might exist for personnel records? Why is security important
for personnel records?
6. Explain the concept of establishing a unique numbering system for personnel records.
7. What must be considered when deciding whether to establish a numbering system?
8. How should information on personal files be arranged?
9. How should the cover of a personnel file be designed? Why is it important to design
the cover in a certain way?
10. Why is it important to create forms that are legible, complete and duly authenticated?
11. What steps should be taken to close personal files?
12. What should be considered when determining retention periods for personal files?
13. What types of personnel records may be worthy of permanent preservation?
14. Why are personnel records in an archival repository usually not made available to
members of the public until after a suitably long period has passed?
15. What is the purpose of an employee index?
16. Explain the importance of determining particular processes for identifying and
recording personal names.
17. What difficulties might arise when determining which name to use for an individual?
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