Managing Personnel Records - International Records Management ...

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the existing system needs to be based on a firm foundation, it is advisable to stabilise the existing system for managing paper records as much as possible first. Priority 5: Plan Improvements Having gathered relevant information and stabilised or repaired the existing systems improvements can be carefully planned based on ? the strengths and weaknesses of the existing system ? how information flows within the system ? what the main stakeholders think about the service being offered ? what the stakeholders want to achieve in the area of personnel management and what they intend to change ? whether there are plans for automating personnel information systems that will have an impact upon records management. At this stage it will be possible to examine potential technological solutions to support the objectives of the stakeholders and the organisation as a whole. Although technology is important, it should come last in the planning process. When the planned improvements are finally implemented they are likely to gain support and be successful because ? users have been consulted ? it is possible to demonstrate where problems are occurring and why ? it is possible to demonstrate that the changes proposed will bring concrete benefits to personnel management. GETTING HELP The international organisations listed below often have national or regional branches or affiliated organisations. Following are names and addresses of agencies that could be contacted for assistance. See the Additional Resources document for information on other organisations and associations involved with records and archives management generally. MANAGING PERSONNEL RECORDS 144
Commonwealth Association for Public Administration and Management (CAPAM) Suite 402-1075 Bay Street Toronto, Ontario Canada, M5S 2B1 Tel: +1 416 920 3337 Fax: +1 416 920 6574 Email: capam@compuserve.com Website: http://www.comnet.mt/capam/ The aim of CAPAM is to enhance Commonwealth co-operation in improving managerial competence and achieving organisational excellence in government. CAPAM exchanges experiences on new developments and innovations in management in governments by building networks among elected and senior officials, academics and non-governmental organisations. CAPAM provides rapid access to information on best practices in government administration. Institute of Personnel and Development (IPD) IPD House, Camp Road London SW19 4UX UK Tel: +44 20 8871 9000 Fax: +44 20 8263 3333 Email: ipd@ipd.co.uk Website: http://www.ipd.co.uk The IPD is the UK professional body with over 90,000 members concerned with promoting best practice in the field of management and development of people, for application both by professional members and by their organisational colleagues. The International Personnel Management Association (IPMA) 1617 Duke Street Alexandria, VA 22314 USA Tel: + 1 703 549 7100 Fax: + 1 703 684 0948 email: IPMA@IPMA-HR.ORG website: http://www.ipma-hr.org/ The International Personnel Management Association (IPMA) is a professional association for public personnel professionals, primarily those who work in federal, state, or local government. IPMA’s mission is to provide professional human resource management leadership, education, information, and representation services to advance organisational objectives and quality in the public sector. MANAGING PERSONNEL RECORDS 145
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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
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TYPICAL PROBLEMS WITH MANAGING PERS
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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 and 148: STUDY QUESTIONS 1. What are four co
Page 149 and 150: WHAT TO DO NEXT? MANAGING PERSONNEL
Page 151: See Restructuring Current Records S
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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