Managing Personnel Records - International Records Management ...

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Records of tests and examinations of control systems and protective equipment under the Control of Substances Hazardous to Health Regulations 1994 Records relating to events notifiable under the Retirement Benefits Schemes (Information Powers) Regulations 1995, records concerning decisions to allow retirement due to incapacity, pensions accounts and associated documents 5 years from the date on which the tests were carried out 6 years from the end of the scheme year in which * the event took place * the date upon which accounts/reports were signed/completed Service contracts for directors 3 years for private companies, 6 years for public limited companies Statutory Maternity Pay records, calculations, certificates (Mat B1s) or other medical evidence Statutory Sick Pay records calculations certificates, selfcertificates Wage/salary records (also overtime, bonuses, expenses) Not less than 3 years after the end of the financial year to which they relate Not less than 3 years after the end of the financial year to which they relate MANAGING PERSONNEL RECORDS 152 Control of Substances Hazardous to Health Regulations 1994 (COSHH) (SI 1994/3246) Regulation 15(1), (3) of the Retirement Benefits Schemes (Information Powers) Regulations 1995 (SI 1995/3103) Section 221 of the Companies Act 1985 Regulation 26 of the Statutory Maternity Pay (General) Regulations 1986 (SI 1986/1960) Regulation 13 of the Statutory Sick Pay (General) Regulations 1982 (SI 1982/894) 6 years Taxes Management Act 1970
RECOMMENDED RETENTION PERIODS (WHERE NO STATUTORY PERIOD EXISTS) Actuarial valuation reports Record Recommended retention period Application forms and interview notes Assessments under Health and Safety Regulations and records of consultations with safety representatives and committees Money purchase details MANAGING PERSONNEL RECORDS 153 permanently 1 year permanently 6 years after transfer or value taken Pension scheme investment policies 12 years from the ending of any benefit payable under the policy Personnel files and training records Records of pensioners Records of senior executives Redundancy details calculation of payments, refunds, notification to the Secretary of State Time cards Trade Union agreements Trust deeds and rules Trustees’ minute books Work council minutes 6 years after employment ceases 12 years after benefit ceases Permanently for historical purposes Suggested retention period is 12 years from the date of redundancy because of the Limitation Act 1980 2 years after audit 10 years after ceasing to be effective permanently permanently permanently
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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
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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 and 158: STUDY QUESTIONS ? In your own words
Page 159: MANAGING PERSONNEL RECORDS 151 APPE
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