Managing Personnel Records - International Records Management ...

Issues to consider include
? the volume of information processed
? the frequency of revisions or updates
? the need for rapid retrieval
? the adequacy of existing record-keeping policies, systems and procedures.
These needs should be set against a realistic appraisal of the resources the institution
can afford to spend on new information systems. Resources will include not only
funds to purchase and maintain hardware and software but also qualified personnel to
build, support and maintain the system.
The institution must take a realistic approach to determining
the resources it can afford to spend on new information
systems.
Moreover, it is critical to evaluate the relationship of the potential electronic system to
the existing paper-based system. The assumption that the computerised system will
make the paper system unnecessary is often unfounded. In most countries, for the
foreseeable future, mixed paper and electronic systems will continue to be used, for
several reasons.
? It is often too expensive to transfer all personnel information to a computerised
system.
? Power supplies may be unreliable, whereas paper systems do not rely on
technologies to keep functioning.
? The original documents may be required in paper form for legal reasons. In many
countries, for example, evidence laws do not recognise the legal validity of
electronic information, even if its security can be guaranteed, as the original
record carries the authorising signature.
? New opportunities for corruption and fraud may be introduced. Fraudulent
activities may be difficult to detect because few people will have the technical
skills to understand fully how the system operates.
? Particularly in rural areas, there may be problems in finding trained staff and local
suppliers who can support software and hardware requirements.
? It may be difficult to finance the maintenance of computers, including
replacements and upgrades or improvements.
? Physical conditions may not be suitable to support the safe storage of electronic
records. For instance, computers and computer-generated information require
temperature- and humidity-controlled environments, and backup storage facilities
must be available.
? There are significant difficulties in protecting the reliability and availability of
electronic records over time. (This last point is described in more detail below.)
MANAGING PERSONNEL RECORDS
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