Managing Personnel Records - International Records Management ...

Line Ministries
Line ministries may have devolved responsibility for recruitment at lower levels,
typically clerical staff and manual workers. They are generally responsible for
maintaining personal records for some or all of these staff and for transmitting returns
and other information about personnel that may be required by the central authorities,
including the accountant general.
Individual Stakeholders
Individual staff have a major interest in the management of personal records. They
entrust personal information about themselves to the government for the purposes of
managing their employment and career. Individuals have a right to expect that
personal records are treated with confidentiality and sensitivity and are only made
available to people with a genuine reason to see them. They should also be able to
expect that the information contained on the personal files is accurate, up to date and
readily retrievable.
Furthermore, staff should be confident that
? terms and conditions of service will be observed
? remuneration will be accurate and paid at the specified dates
? accurate and adequate information will be available for the calculation of pensions
to those entitled to them, including widows or widowers and children.
In some countries, individual civil servants have a right to see information held on
them. This right may be established through a management directive or it may be
enshrined as a right under freedom of information or other legislation.
Individual staff have a major interest in the management of
personal records.
Activity 4
For each of the stakeholders discussed above, determine the formal name for that
particular department, office or agency in your organisation. Write down the formal
name and write a brief description of that department’s functions and activities,
particularly in relation to personnel management. Based on this analysis, do you
think the departments you identified are key stakeholders in personnel records care in
your organisation? Can you think of any other stakeholders not mentioned here?
MANAGING PERSONNEL RECORDS
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