Managing Personnel Records - International Records Management ...

STUDY QUESTIONS
1. Name four issues to consider before moving to an electronic system.
2. Name at least five ways summaries of personnel information can be used to support
human resource management and planning.
3. Name at least five advantages of computerisation.
4. Describe at least five reasons that mixed paper and electronic systems will continue to
be used for personnel management in most countries.
5. Describe three key factors that will affect the management of electronic records.
6. Describe at least four risks an organisation is exposed to if it does not manage
electronic records efficiently.
7. Explain the possible consequences of inadequate care of electronic records.
8. Why must the records professional be involved with the development of electronic
information systems?
9. Describe at least eight safeguards that must be in place to ensure electronic records
are protected from loss or damage.
10. Name four ways records professionals can help develop personnel records systems.
11. Explain why many automation teams reject the use of central personnel files when
seeking data sources for the new automated personnel management system.
12. Explain the concept of a ‘source data trap’.
13. What other data sources might be used in the development of an automated personnel
management system? Explain the benefits and drawbacks of each type of data
source.
14. What issues must be considered when ensuring data entry processes are accurate?
15. How should computer output be managed to ensure it does not waste space and
weaken the audit trail?
16. Describe the two controls needed to coordinate the personnel records system with the
payroll system and with personal files.
MANAGING PERSONNEL RECORDS
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