Managing Personnel Records - International Records Management ...

salaries and wages may rest with the government’s accountant general or head of the
treasury. The finance ministry is an independent body, and its decisions cannot be
altered by any person or authority. It may, however, delegate some of its powers to
the heads of departments or to advisory committees.
Accountant General
The department of the accountant general is responsible for paying civil servants. It
requires accurate information about the pay entitlements of all staff, including new
recruits, and about all changes in their circumstances. These changes may include
promotions, demotions, transfers, allowances, retirements, death (whether in service
or later) and dismissals. The department generally includes a unit responsible for
payroll.
Pensions Office
This office is responsible for paying pensions. It requires accurate information about
date of birth in order to calculate retirement age. It needs accurate dates of
appointment to establish length of service, including any breaks. Information about
payments received is needed to calculate pension entitlements. In some countries, the
pensions office is responsible for the administration of a widows and orphans’
pensions scheme.
Audit Office
This office is responsible for financial audit and may also be responsible for carrying
out efficiency audits. In both roles, it makes use of personnel records.
Personnel Management Office
The purpose of this office is to develop and manage personnel policies, to guide
human resources development and to improve management services in the civil
service in general. In this role, it may hold personal records of civil servants, usually
those above a certain level. It will include a division responsible for personnel
management, which may be involved with modernising the personnel records system
and overseeing staff development programmes, including staff performance appraisal.
National Security Office
Some government appointments are sensitive and require vetting by the police or
national security agency. Security reports on individuals are normally subject to a
level of security classification, which prescribes rules on their handling and storage.
National Archives
The National Archives has responsibility for preserving records of permanent value to
the nation, including a selection of personnel records of key national figures. In some
of countries, its responsibility also includes giving advice on the management of
current and semi-current records, including personnel records, and the systems by
which they are managed.
MANAGING PERSONNEL RECORDS
17