Managing Personnel Records - International Records Management ...

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THE EVOLUTION OF PERSONNEL MANAGEMENT The personnel management function involves a wide range of activities, from staff recruitment, deployment, development and training to disciplinary matters and employee appraisals. It is also concerned with grievance procedures, redundancy and dismissal, human resources planning, salary structures and employee conditions, as well as negotiations with trade unions and staff associations. There have been six stages in the evolution of modern personnel management. Like any professional activity, personnel management has developed and grown more sophisticated over time. Noted personnel management expert Michael Armstrong has identified six stages in the evolution of modern personnel management. 1 These stages are outlined below. This progression represents development in industrialised countries after the first world war. While some countries may have experienced a different evolution, this model is useful as a framework for understanding the functions, activities and administrative structures associated with personnel records. Stage 1: Welfare The welfare stage involves providing employees with facilities such as canteens and looking after their interests. Welfare officers first appeared in significant numbers during the first world war. Stage 2: Personnel Administration Personnel administrative support to management in the form of recruitment, basic training and record keeping was introduced between the first and second world wars. Stage 3: Personnel Management – The Developing Phase During the second world war and throughout the 1950s, a whole range of personnel services emerged, including salary administration, supervisory training and advice on 1 Michael Armstrong, A Handbook of Personnel Management Practice, 4 th edition, 1991. MANAGING PERSONNEL RECORDS 10
industrial relations. Personnel management operated primarily at the tactical level and had relatively little involvement with strategic issues. Stage 4: Personnel Management – The Mature Phase Throughout the 1960s and 1970s, systematic training (under the influence of training boards), performance appraisal and human resources planning were introduced. Personnel management involved the use of more sophisticated training, salary administration and appraisal (management by objectives) techniques. It also involved the application of behavioural science knowledge to job design and motivation. There was increased involvement of personnel managers in strategic issues, especially those concerning industrial relations. Stage 5: Personnel Management – The Entrepreneurial Phase The 1980s saw the personnel function adjusting to the enterprise culture and the market economy. The ‘entrepreneurial personnel director’ who emerged was very much concerned with strategic issues and making a contribution to profitability. In many cases there was an interest in developing a positive ‘corporate culture.’ Stage 6: Personnel Management – The Postentrepreneurial Phase In the 1990s there emerged a reaction against some of the negative features of the enterprise culture, with its emphasis on greed and individualism. The virtues of teamwork and a ‘climate of consent’ are now being emphasised. During this period the human resource management concept has become popular. This is defined as a strategic approach to acquiring, developing, managing, motivating and gaining the commitment of the organisation’s key resource: its people. THE LEGISLATIVE CONTEXT OF PERSONNEL MANAGEMENT The public sector is generally the largest employer in a country. This fact alone creates considerable problems in ensuring that personnel records are comprehensive, accurate and up to date. From one point of view, the public sector may be viewed as a single organisation. From another it consists of a wide and disparate variety of bodies MANAGING PERSONNEL RECORDS 11
Page 1 and 2: MANAGING PUBLIC SECTOR RECORDS Mana
Page 3 and 4: MANAGING PUBLIC SECTOR RECORDS A ST
Page 5 and 6: MPSR Project Personnel Project Dire
Page 7 and 8: Donors The International Records Ma
Page 9 and 10: CONTENTS Introduction 1 Lesson 1: T
Page 11 and 12: INTRODUCTION TO MANAGING PERSONNEL
Page 13 and 14: 5. to describe the principles of ma
Page 15 and 16: MANAGING PERSONNEL RECORDS 5 LESSON
Page 17 and 18: Personnel records provide a basis f
Page 19: Life Span of Personnel Records Pers
Page 23 and 24: The overriding purpose of the legal
Page 25 and 26: The primary stakeholder for personn
Page 27 and 28: salaries and wages may rest with th
Page 29 and 30: PROVIDING INFORMATION TO MULTIPLE S
Page 31 and 32: TRENDS IN PERSONNEL MANAGEMENT Incr
Page 33 and 34: SUMMARY Lesson 1 has discussed the
Page 35 and 36: ? the pensions office ? the audit o
Page 37 and 38: Office of Head of Civil Service Cen
Page 39 and 40: MANAGING PERSONNEL RECORDS 29 LESSO
Page 41 and 42: Records Issues When a human resourc
Page 43 and 44: PERSONNEL POLICY All organisations
Page 45 and 46: Special Contracts Some staff appoin
Page 47 and 48: extended probationary period or dis
Page 49 and 50: Records Issues There will probably
Page 51 and 52: last employing department. In eithe
Page 53 and 54: different scenarios will have diffe
Page 55 and 56: narrowly defined, whereas in a smal
Page 57 and 58: Job title Personnel Officer: Execut
Page 59 and 60: 7. Employment or occupation up to t
Page 61 and 62: Division (HQ staff only Location Da
Page 63 and 64: c) Give a broad indication of the r
Page 65 and 66: ? Give an overall assessment of the
Page 67 and 68: 1.4 Performance Appraisal Interview
Page 69 and 70: ? If a posting is suggested, commen
Page 71 and 72:
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
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? C: staff no longer in the service
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Sort undifferentiated personal file
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STUDY QUESTIONS 1. Explain at least
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MANAGING PERSONNEL RECORDS 105 LESS
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ADVANTAGES OF COMPUTERISATION Many
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RECORDS MANAGEMENT IMPLICATIONS OF
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Personnel managers, as the users, n
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Stages in Developing and Implementi
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? The timetables and the budget for
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Databases The advantage of using ot
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Full Name Sex No. Date of birth Dat
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Controlling Data Exchange Often the
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Having entered the information on t
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STUDY QUESTIONS 1. Name four issues
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MANAGEMENT ISSUES MANAGING PERSONNE
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PERSONNEL INFORMATION SYSTEMS AND P
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THE IMPORTANCE OF SOURCE DATA Inves
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A document management system allows
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Activity 21 Consider the various st
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STUDY QUESTIONS 1. What are four co
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WHAT TO DO NEXT? MANAGING PERSONNEL
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See Restructuring Current Records S
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Commonwealth Association for Public
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Activity 24 Check your institution
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STUDY QUESTIONS ? In your own words
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MANAGING PERSONNEL RECORDS 151 APPE
Page 161:
RECOMMENDED RETENTION PERIODS (WHER
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