Managing Personnel Records - International Records Management ...

Personnel records may have an effect on other individual rights, including the
person’s
? right to work
? standing in society
? promotion paths
? eligibility for training
? right to entitlements, including pensions, medical contributory schemes,
insurance, and so on.
To achieve the objectives of serving the employer and the employee, it is in the
interest of the organisation and the individual that the records meet basic criteria.
Personnel records must
? be accurate
? contain verified information
? contain all the required information
? be trusted by all parties involved.
Sensitivity of Personnel Records
Personnel records are exceptionally sensitive.
Personnel records contain information about the professional (and sometimes private)
circumstances of individuals. Access to these records must be strictly controlled in a
physically secure environment with effective control systems to track their movement
and use. Records staff must be aware that they have been entrusted with a special
responsibility never to reveal information gained from working with personnel
records. They must understand the ethical considerations concerning access to and
management of these records.
Restrictions on access to personal files are common. In some cases this involves
imposing physical security, such as a locked area, or even physically separate systems
for confidential material. In most organisations, personal files can be seen only by
those whose job requires them to use the files. A checking process is often in place to
protect the files from inappropriate or mischievous amendment. In some countries,
particularly those with freedom of information or privacy laws, individuals may be
allowed to consult their own files, in full or in part. They may also be allowed to
correct or amend details they think are wrong.
MANAGING PERSONNEL RECORDS
8