Managing Personnel Records - International Records Management ...

AUDITING PERSONNEL SYSTEMS
Whatever systems are used, it is essential that senior managers recognise the
importance of auditing the accuracy and comprehensiveness of the personal files
maintained on civil servants. The audit process should focus on ensuring the quality
of master files but it can also examine the care and management of working files or
the maintenance of appropriate automated systems. Records managers should
encourage this audit activity, and they should seek to work closely with auditors to
ensure records issues are addressed throughout the review process.
For more information on auditing and evaluating
systems, see Strategic Planning for Records and
Archives Services.
RECORDS MANAGEMENT STATUS AND
TRAINING
Many of the problems encountered with personnel records
have their origin in the absence of professional records
managers in the civil service.
There is a widespread lack of recognition of the contribution records managers can
make to the management of personnel information; this lack of understanding
contributes to the low status of records staff. Job evaluation exercises leading to the
creation of posts with appropriate levels of responsibility may be one way to motivate
records staff, thus providing career progression opportunities.
Training, aimed at building appropriate capacity, is key to achieving improvements
and raising the profile of the records profession. It should not only build appropriate
skills but help staff to see their role in the context of the management of the
organisation and the civil service.
MANAGING PERSONNEL RECORDS
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