Managing Personnel Records - International Records Management ...

Databases
The advantage of using other databases as source data for personnel information
systems is that data can often be transferred automatically without rekeying. The
most common database with relevant data is usually the payroll database. However,
there are problems and limitations with the use of data from such databases. First, the
database may be inaccurate. Second, the source data may not be structured in a way
that is suitable for the new database and it may be cheaper to rekey the data; this extra
work can lead to keying errors and inaccuracies. Third, unless the new personnel
database is simply an upgrade of an older system, any source database will have been
designed for an entirely different purpose, such as to manage the payroll. Thus it is
likely there will be fields on the new personnel database that cannot be completed
from other databases and additional data entry will be required.
Surveys
Surveys to gather data about personnel have several advantages. The information is
up to date, the survey team can decide what information should be collected and the
survey forms can be designed to make data input easier. However, there are also
disadvantages to using surveys to gather data. Often the surveys rely heavily upon the
integrity of those individuals completing the forms. The survey forms must be
checked against available personal files to verify the accuracy of the date of birth and
the date of appointment to the civil service. Moreover, unless the survey is carried
out as a census – that is, the data are gathered on the same day throughout the country
(which requires a large, well-trained and well-organised team) – there is a good
chance that discrepancies will occur. These discrepancies may be caused by
differences in the way the data are gathered in different locations or, if the data
gathering exercise is protracted, by staff moving from one location to another and
appearing in more than one set of statistics. Also the data rapidly become out of date.
Unless the new personnel database is fully functioning and the data can be entered
into it quickly, and unless there are efficient procedures for updating the database
subsequently, the data soon have little value.
Mixed paper and electronic personnel records systems must
work together harmoniously.
Activity 19
Does your organisation have nominal rolls? Does it have other databases? Has it
ever conducted surveys to identify and list staff? For each type of data source, write a
brief description of it: what information does it hold, how is it created, how is it
maintained? In your opinion, would this data source be reliable if you were to use it
to establish an automated personnel management system? If your organisation does
not have any of these data sources, explain how information about staff is maintained.
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