Managing Personnel Records - International Records Management ...

ADVANTAGES OF COMPUTERISATION
Many governments will want to proceed with
computerisation in general and particularly with personnel
management.
There are many advantages to computerisation; senior managers will find the
following advantages compelling reasons to automate.
? Computerised systems use staff time more efficiently.
? Paper personnel records are voluminous and costly to store; electronic storage is
compact.
? The speed and efficiency with which information can be supplied to authorised
users can be enhanced.
? Information in electronic form can be rearranged, aggregated, compared and
analysed much more easily than information in a manual system.
? Personnel information can be stored in different locations or shared between
different locations. Physically disparate information can be brought together
centrally using telecommunications.
? Data can be entered once and used many times. Different versions of the same
information can be provided to users in alphabetical, numerical or geographical
sequences as required.
? Computerised personnel information systems can be linked to other systems, such
as payroll and pensions, thus providing a more complete set of information than
may be available otherwise. This reduces duplication of effort and encourages
greater accuracy.
? Computerised systems can detect irregularities, thus lessening opportunities for
fraud.
LOGISTICAL AND RESOURCES IMPLICATION
OF AUTOMATION
In spite of the obvious advantages of automation, important decisions need to be made
about the scope of the potential system in relation to available resources. Managers
will need to evaluate the information requirements of the organisation.
MANAGING PERSONNEL RECORDS
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