Managing Personnel Records - International Records Management ...

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Activity 23 Find out if your institution has any information about any of the agencies listed above. Does your organisation receive publications, participate in conferences or meetings or otherwise work with any of these groups? In your opinion, which groups should your institution consider communicating with first, if any, and what would you expect to achieve by doing so? How would you go about building a productive relationship? ADDITIONAL RESOURCES There are a few publications available about personnel records management, but it is not an area with an extensive literature base. Some publications are more easily obtained than others, and some more up to date than others. However, older publications also contain valuable information and may be more easily found in libraries in your particular country or region than very new publications that have not yet circulated around the world. Core publications are identified with an asterisk (*). Core publications are also identified in the Additional Resources document; refer to that document for information on more general publications on records and archives management. ARMA Standards Committee: Filing Systems Task Force. Alphabetic Filing Rules. 2d ed. Prairie Village, KS: ARMA, 1995. ARMA Standards Committee: Filing Systems Task Force. Filing Procedures: A Guideline. Prairie Village, KS: ARMA, 1989. ARMA Standards Committee: Filing Systems Task Force. Numeric Filing: A Guideline. Prairie Village, KS: ARMA, 1989. ARMA Standards Committee: Filing Systems Task Force. Subject Filing: A Guideline. Prairie Village, KS: ARMA, 1988. Armstrong, Michael. Handbook of Personnel Management Practice. 4th ed., 1991. Bennick, Anne. Active Filing for Paper Records. Prairie Village, KS: ARMA, 1989. * Cain, Piers and Anne Thurston. Personnel Records: A Strategic Resource for Public Sector Management. London: UK: Commonwealth Secretariat, 1998. International Personnel Management Association (IPMA). Personnel Files, US: Center for Personnel Research Series, 1997. MANAGING PERSONNEL RECORDS 146
Activity 24 Check your institution’s library or resource centre. What books or other resources do you have about personnel issues in general and personnel records care specifically? Are any of the publications listed above available in your institution? If so, examine two or three of them and assess their currency and value to your institution. If not, identify two or three publications you think would be most useful to help develop or expand your library. Devise a plan outlining how you could realistically obtain copies of these. MANAGING PERSONNEL RECORDS 147
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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
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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 and 152: See Restructuring Current Records S
Page 153: Commonwealth Association for Public
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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