Managing Personnel Records - International Records Management ...

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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 18
PROVIDING INFORMATION TO MULTIPLE STAKEHOLDERS The multiplicity of stakeholders can lead to very complex information flows. In some cases, personnel information may be channelled to agencies that do not require this information or do not require multiple copies. One of the biggest difficulties with serving a number of stakeholders is determining the best way to provide information without either providing too much or providing too little. The following activity illustrates what can happen when a system has become overly complicated. You should spend some time on this activity, as the issue of information flow is very important to effective personnel records management. The establishment of effective systems is discussed further in the following lessons. MANAGING PERSONNEL RECORDS 19
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 and 20: Life Span of Personnel Records Pers
Page 21 and 22: industrial relations. Personnel man
Page 23 and 24: The overriding purpose of the legal
Page 25 and 26: The primary stakeholder for personn
Page 27: salaries and wages may rest with th
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
Page 73 and 74: GENERAL SKILLS - WRITTEN - ORAL - N
Page 75 and 76: (SEE GUIDANCE NOTE ON DISCLOSURE) T
Page 77 and 78: System Documents Custody Promotion
Page 79 and 80:
Examples of Main Records Series Sup
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STUDY QUESTIONS 1. Explain the purp
Page 83 and 84:
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
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RECOMMENDED RETENTION PERIODS (WHER
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