Managing Personnel Records - International Records Management ...

MANAGING PERSONNEL RECORDS
105
LESSON 5
MANAGING PERSONNEL RECORDS IN A
MIXED PAPER/ELECTRONIC
ENVIRONMENT
Personnel records and information procedures can be managed manually, but there is
an increasing trend toward introducing computerised systems. It is important to
understand that, whatever the technology used, the system must adhere to the
requirements of a good record system as discussed in Lesson 4. Therefore, if an
organisation is unable to manage its existing paper-based records it should not move
to an electronic environment until manual control is achieved.
Lesson 5 examines the issues involved with managing personnel records systems in a
mixed paper/electronic environment. It describes the main components of a mixed
paper and computerised system. It explores the advantages and the disadvantages of
computerisation and the specific uses of computers for personnel management. The
lesson also outlines the prerequisites of a successful automated personnel
management system and considers the roles and responsibilities of records
professionals in developing effective personnel records systems. The lesson also
explores the key factors involved in sustaining the efficiency of mixed
paper/electronic systems.
COMPUTERISATION AND RECORD KEEPING
Computerisation inevitably makes record keeping more complex. Many automated
records systems contain information in a variety of formats saved on different storage
media, which may lead to ongoing problems in accessing information electronically.
Consequently, certain critical issues must be understood before an organisation moves
to an electronic system.
This lesson provides an overview of computerisation
issues; for more detailed discussion, see Managing
Electronic Records.