Managing Personnel Records - International Records Management ...

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ACTIVITIES: COMMENTS Activities 17-19 These activities will help you compare the information offered in this lesson with the reality in your own organisation. Compare your findings with the lesson and consider any significant differences you found. What could be done to ensure your organisation’s systems are operating as efficiently as possible? Activity 20 The recommended restructured information flow is illustrated below. CIVIL SERVICE DEPARTMENT MANAGING PERSONNEL RECORDS 126 MINISTRY Working Personal Files Master Personal Files Copy CPIS PAYROLL UNIT Figure 14: Outline of Documentation Flow The same efficiency gains could be achieved in different ways in different countries, but the role of the records manager will be significant whatever solutions are developed.
MANAGEMENT ISSUES MANAGING PERSONNEL RECORDS 127 LESSON 6 <strong>Personnel</strong> record systems in government are so extensive that structural changes will have significant cost implications. Thus it is critical to obtain senior management support before any reorganisation is undertaken. Because personnel information is a key strategic resource, it will be a priority area for IT investment. Senior managers need to realise that records managers have a significant role to play in the process of automating personnel management systems, particularly in the management of both paper and electronic records. Senior management support is critical to effective personnel records management. What should the records professional tell senior management? What does senior management need to know? It is the records manager’s job to explain how records management can contribute to the organisation’s personnel management objectives and to articulate the principal issues involved. This lesson discusses those key management issues. THE CONSEQUENCES OF POORLY MANAGED PERSONNEL RECORDS <strong>Managing</strong> records effectively is a fundamental aspect of managing the personnel function. Unless the records are managed, it becomes increasingly difficult to ? maintain an accurate payroll ? have confidence in personnel data for planning purposes ? set budgets for personnel expenditure ? process pension and other benefits payable to staff.
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MANAGING PUBLIC SECTOR RECORDS Mana
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MANAGING PUBLIC SECTOR RECORDS A ST
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MPSR Project Personnel Project Dire
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Donors The International Records Ma
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CONTENTS Introduction 1 Lesson 1: T
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INTRODUCTION TO MANAGING PERSONNEL
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5. to describe the principles of ma
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MANAGING PERSONNEL RECORDS 5 LESSON
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Personnel records provide a basis f
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Life Span of Personnel Records Pers
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industrial relations. Personnel man
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The overriding purpose of the legal
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The primary stakeholder for personn
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salaries and wages may rest with th
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PROVIDING INFORMATION TO MULTIPLE S
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TRENDS IN PERSONNEL MANAGEMENT Incr
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SUMMARY Lesson 1 has discussed the
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? the pensions office ? the audit o
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Office of Head of Civil Service Cen
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MANAGING PERSONNEL RECORDS 29 LESSO
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Records Issues When a human resourc
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PERSONNEL POLICY All organisations
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Special Contracts Some staff appoin
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extended probationary period or dis
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Records Issues There will probably
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last employing department. In eithe
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different scenarios will have diffe
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narrowly defined, whereas in a smal
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Job title Personnel Officer: Execut
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7. Employment or occupation up to t
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Division (HQ staff only Location Da
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c) Give a broad indication of the r
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? Give an overall assessment of the
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1.4 Performance Appraisal Interview
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? If a posting is suggested, commen
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2.1 Personal Qualities and Abilitie
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GENERAL SKILLS - WRITTEN - ORAL - N
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(SEE GUIDANCE NOTE ON DISCLOSURE) T
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System Documents Custody Promotion
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Examples of Main Records Series Sup
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STUDY QUESTIONS 1. Explain the purp
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ACTIVITIES: COMMENTS Activity 7 Thi
Page 85 and 86: An official personal file for an in
Page 87 and 88: WORKING PERSONAL FILES Working pers
Page 89 and 90: The card will also record informati
Page 91 and 92: PROMOTIONS Post Effective Date Sala
Page 93 and 94: SUMMARY This lesson has examined th
Page 95 and 96: ACTIVITIES: COMMENTS Activities 8-9
Page 97 and 98: TYPICAL PROBLEMS WITH MANAGING PERS
Page 99 and 100: If an employee is found to have two
Page 101 and 102: In some cases, confidential files a
Page 103 and 104: INTERNAL ARRANGEMENT OF THE FILE Me
Page 105 and 106: Activity 14 How are large personnel
Page 107 and 108: a separate box marked for the purpo
Page 109 and 110: ? C: staff no longer in the service
Page 111 and 112: Sort undifferentiated personal file
Page 113 and 114: STUDY QUESTIONS 1. Explain at least
Page 115 and 116: MANAGING PERSONNEL RECORDS 105 LESS
Page 117 and 118: ADVANTAGES OF COMPUTERISATION Many
Page 119 and 120: RECORDS MANAGEMENT IMPLICATIONS OF
Page 121 and 122: Personnel managers, as the users, n
Page 123 and 124: Stages in Developing and Implementi
Page 125 and 126: ? The timetables and the budget for
Page 127 and 128: Databases The advantage of using ot
Page 129 and 130: Full Name Sex No. Date of birth Dat
Page 131 and 132: Controlling Data Exchange Often the
Page 133 and 134: Having entered the information on t
Page 135: STUDY QUESTIONS 1. Name four issues
Page 139 and 140: PERSONNEL INFORMATION SYSTEMS AND P
Page 141 and 142: THE IMPORTANCE OF SOURCE DATA Inves
Page 143 and 144: A document management system allows
Page 145 and 146: Activity 21 Consider the various st
Page 147 and 148: STUDY QUESTIONS 1. What are four co
Page 149 and 150: WHAT TO DO NEXT? MANAGING PERSONNEL
Page 151 and 152: See Restructuring Current Records S
Page 153 and 154: Commonwealth Association for Public
Page 155 and 156: Activity 24 Check your institution
Page 157 and 158: STUDY QUESTIONS ? In your own words
Page 159 and 160: MANAGING PERSONNEL RECORDS 151 APPE
Page 161: RECOMMENDED RETENTION PERIODS (WHER
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