Managing Personnel Records - International Records Management ...

Activity 22
Based on the work you did throughout this module, identify the priorities you would
establish to establish or improve the personnel records management system in your
organisation.
Priority 1: Assess the Existing Situation
Carry out a survey of the existing record systems to identify strengths and
weaknesses. This should cover
? the legislation and regulations that affect personnel record-keeping systems
? organisational structures and training for records specialists
? policies, procedures and guidelines
? the completeness of the records inventory and retention schedules
? records disposal procedures
? vital records and disaster recovery arrangements
? records storage
? security of access, including physical security.
One of the key facts to establish is whether problems are widespread, or whether they
are concentrated in one or two administrative units. The former would suggest
problems with the overall framework in which the record system is operating. Here a
strategic approach may be most effective. The latter might suggest that a more
limited and focussed approach would be more appropriate.
Priority 2: Identify the Stakeholders and the
Organisation’s Policy Objectives
The management of personnel is a dynamic area, and priorities can change rapidly.
Stakeholders will be able to provide valuable information about whether a policy is
really going to be implemented, or whether it has had to be modified in the light of
events and whether large automation projects are being considered. They will also be
able to provide information about problems they are experiencing or which they
anticipate for the future. For example, do they experience delays in receiving the
information they need? Do they consult the records at all? If not, why not? A
questionnaire can provide a useful way of gathering information but are usually
supplemented by interviews.
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