Managing Personnel Records - International Records Management ...

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ACTIVITIES: COMMENTS Activities 1-2 Both these activities are designed to help you start thinking about the qualities of personnel records and about why personnel records are important. You should compare your answers with the information given in the introductory lesson and bear this information in mind as you proceed through the module. Activity 2 in particular will help you consider the differences between how a personnel file is valued and used by an organisation and how it is valued by an employee. You should have certain expectations about how the organisation manages information about you; perhaps you think it should be confidential, accurate, and used only for the purpose it was gathered. Consider these expectations as you work through this module and consider the record-keeping requirements needed to meet those expectations. Activity 3 Every jurisdiction will have different legislation affecting personnel management. It is important to recognise that legislation affects not only the management process but also the records created by that process. If possible, you might want to obtain copies of the relevant legislation and refer back to them as you work through this module. Activity 4 This activity will help you identify the particular stakeholders in your organisation involved with the personnel management process. You should compare your lists with the information in this lesson and discuss your findings with colleagues involved with personnel records care to ensure you have identified all stakeholders and clarified their particular interest in personnel records. Activity 5 As you will see in this activity, the flow of paper is unnecessarily complex. Examine the illustration below showing the information flow. Your chart should be similar to this one. Analysing and charting information flows in this way demonstrates clearly the way in which staff time, storage space and stationery can be wasted when records systems are not well designed. This process is discussed in more detail later in this module. MANAGING PERSONNEL RECORDS 26
Office of Head of Civil Service Central Personnel Records Registry Auditor General’s Department Personal File Controller and Accountant General’s Department Payroll Treasury Section 5 Copies Office of Head of Civil Service Central Personnel Records Registry MANAGING PERSONNEL RECORDS 27 4 Copies Department Concerned Public Service Commission Appointment Department Running File File File Line Ministry
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 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: ? the pensions office ? the audit o
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
Page 81 and 82: STUDY QUESTIONS 1. Explain the purp
Page 83 and 84: ACTIVITIES: COMMENTS Activity 7 Thi
Page 85 and 86: An official personal file for an in
Page 87 and 88:
WORKING PERSONAL FILES Working pers
Page 89 and 90:
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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