Managing Personnel Records - International Records Management ...

The process of managing personnel records can be quite complex owing to the
number of stakeholder groups involved. Moreover, many records are duplicated by
different stakeholders. The regional offices of line ministries may hold their own sets
of personnel files, particularly where communications with a central personnel
department are difficult. Thus the ‘information flow’ can become quite complex.
For more information on examining information
flows, see Analysing Business Systems. The issue of
information flow is discussed later in this lesson.
Records managers need to evaluate the requirements of some or all of the bodies
described below.
Central and Common Services Departments
Public Services Commission
In some government systems, the public or civil service commission handles all
appointments above a certain grade. In other governments, this responsibility is
divided into functional areas. For instance, there may be a commission responsible
for the teaching service; this commission will process teaching appointments. The
main purpose of a service commission is to appoint officers, typically from higher
executive officer level upwards, for work in the civil service. It will also confirm
appointments, exercise disciplinary control over persons employed in the public
service and terminate appointments. Other activities include overseeing the
deferment of increments, compulsory retirement, fines, transfers and promotions,
acting appointments, demotions, advertisements, interdictions, suspensions and
secondments. Service commissions may also be involved with training and
development and they may audit the agency for efficiency and effectiveness.
Typically, the commissions open recruitment files as described in Lesson 2.
The Office of the Head of the Civil or Public Service
This office is ultimately responsible for the economy, efficiency and effectiveness of
the civil service, including the management of personnel records. It may appoint
staff, generally at both the clerical and executive level. In most cases, it holds
personal records of these staff and may hold records about other specific categories of
employee, such as civil servants above a specified level of the civil service. It also
obtains and uses personnel information to monitor the performance of the civil service
or of specific grades or occupational groups. The office has an interest in the
financial aspects of employment.
Ministry of Finance
The ministry or department in charge of finance is ultimately responsible for the
payment of civil servants. It therefore has an interest in the accuracy of personnel
records for budgetary purposes, particularly in relation to the total number of public
servants, their grades and levels of pay. Ultimate responsibility for the payment of
MANAGING PERSONNEL RECORDS
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