Managing Personnel Records - International Records Management ...

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ACTIVITIES: COMMENTS Activity 21 This activity should help you assess the strategic issues specific to your organisation and help you develop ideas for how you would address those issues if you were able to. Remember, even if you are not in a position to effect change in those areas, it is important to work through this activity as though you were able to address these concerns to senior management. Spend as much time and provide as much detail as you need to ensure you have considered all the issues and examined all the ways you might explain your concerns to senior management. MANAGING PERSONNEL RECORDS 138
WHAT TO DO NEXT? MANAGING PERSONNEL RECORDS 141 LESSON 7 Managing Personnel Records has attempted to help the records manager understand the role that records play in the whole range of issues involved with personnel management. Its goal has been to assist both records managers and non-records staff, including line managers and personnel staff, to manage personnel records in support of public accountability and good governance. The module has explained the management framework needed for the control of personnel records and their significance as a resource for public sector personnel management and human resources planning. It has also explored the role of these records as tools for monitoring staff numbers and performance as well as for protecting the rights of individual staff. Managing Personnel Records has provided an overview of personnel management then discussed personnel management business processes and resulting records. It has discussed the importance of identifying stakeholders. It also examined managing personnel records in a manual form, including the steps involved with repairing collapsed systems. It then considered the management of personnel records in a mixed paper/electronic environment. It concluded with an introduction to management issues involved with personnel records care. ESTABLISHING PRIORITIES FOR ACTION This module has introduced key activities in the management of personnel records. But which tasks should you undertake first? Which are high-priority and which are low? Each institution will make different decisions based upon ? the state of the record keeping systems ? the state of preparedness and training of the records staff ? the appropriateness of the legislative and regulatory framework ? the government’s priorities for managing the personnel function. The latter is particularly important: records management exists to serve the wider priorities of the organisation, not the other way round. However, it is possible to offer some recommendations for action that will help organisations manage their personnel records more efficiently. Complete the activity below then consider the suggestions.
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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
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SUMMARY This lesson has examined th
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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 and 144: A document management system allows
Page 145 and 146: Activity 21 Consider the various st
Page 147: STUDY QUESTIONS 1. What are four co
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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