Managing Personnel Records - International Records Management ...

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ACTIVITIES: COMMENTS Activity 22 Every institution will find itself at a different stage of development in terms of personnel records management. The priorities established will have to take into account the particular needs of that institution, the region and the country. Activity 23 If resources are limited, it is wise to communicate with international organisations first, as they often obtain and filter information from national or regional associations. Thus valuable information is passed on to your organisation through the international group, which can save resources for all. It is also advisable to focus on general information before obtaining specialised publications or information. Activity 24 It is important to begin with general information and ensure you have a good resource library of introductory and overview publications before developing a more specialised library. MANAGING PERSONNEL RECORDS 150
MANAGING PERSONNEL RECORDS 151 APPENDIX 1 SAMPLE RETENTION SCHEDULE FOR PERSONNEL RECORDS RETENTION OF PERSONNEL AND OTHER RELATED RECORDS Record Accident books, accident records/reports Income tax and NI returns, income tax records and correspondence with the Inland Revenue Medical records and details of biological tests under the Control of Lead at Work Regulations 1980 Medical records as specified by the Control of Substances Hazardous to Health Regulations 1999 Medical records under the Control of Asbestos at Work Regulations 1987 Medical records under the Ionising Radiations Regulations 1985 Statutory retention period 3 years after the date of the last entry Not less than 3 years after the end of the financial year to which they relate Statutory authority Regulation 7 of the Reporting of Injuries, Diseases and Dangerous Occurrences at Work Regulations 1985 (RIDDOR) (SI 1985/2023) Regulation 55(12) of the Income tax (Employment) Regulations 1993 (SI 1993/744) 2 years Control of Lead at Work Regulations 1980 (SI 1980/1248) 40 years Control of Substances Hazardous to Health Regulations 1994 (COSHH) (SI 1980/1248) 40 years Control of Asbestos at Work Regulations 1987 (SI 1987/2115) 50 years Ionising Radiations Regulations 1985 (SI 1985/1333)
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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
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INTERNAL ARRANGEMENT OF THE FILE Me
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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 and 154: Commonwealth Association for Public
Page 155 and 156: Activity 24 Check your institution
Page 157: STUDY QUESTIONS ? In your own words
Page 161: RECOMMENDED RETENTION PERIODS (WHER
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