Managing Personnel Records - International Records Management ...

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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. <strong>Records</strong> 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 <strong>Records</strong> 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 134
Activity 21 Consider the various strategic issues discussed above. Which issues are of concern within your organisation? For example, does senior management recognise the relationship between computerisation and record keeping? Do managers recognise that automation will not solve all records and information problems? After you have identified those issues of concern, write a brief outline if how you would explain to senior management the importance of understanding the records issues involved with those issues. For example, how would you explain to senior managers that scanning will not solve records problems by itself? How would you explain the importance of managing personnel records during government reorganisations? Be sure to refer specifically to situations within your own organisation. MANAGING PERSONNEL RECORDS 135
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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
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An official personal file for an in
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WORKING PERSONAL FILES Working pers
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The card will also record informati
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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 and 136: STUDY QUESTIONS 1. Name four issues
Page 137 and 138: MANAGEMENT ISSUES MANAGING PERSONNE
Page 139 and 140: PERSONNEL INFORMATION SYSTEMS AND P
Page 141 and 142: THE IMPORTANCE OF SOURCE DATA Inves
Page 143: A document management system allows
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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