Managing Personnel Records - International Records Management ...

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Activity 6 Changes in processes inevitably bring changes in the types of records created and used. It may not be possible for you to examine specific record-keeping systems or personnel management processes in detail, but you should spend as much time on this activity as possible to allow you a clear understanding of current trends in personnel management in your organisation. However, do not spend so much time on this activity that you get behind on work on this module; other activities in the module will ask you to examine specific tasks or actions in your organisation and will also help you understand current trends and developments. MANAGING PERSONNEL RECORDS 28
MANAGING PERSONNEL RECORDS 29 LESSON 2 PERSONNEL MANAGEMENT BUSINESS PROCESSES AND RECORDS Lesson 2 considers the major business functions and processes that comprise personnel management. <strong>Personnel</strong> records are generated as the byproduct of each of these processes. Not every organisation will carry out all of the processes described. For example, some governments do not carry out performance appraisal. Other processes, such as recruitment, are found virtually everywhere. Some organisations will create other types of records as well. Lesson 2 examines the following particular personnel management functions: ? human resource planning and personnel policy management ? recruitment and appointment ? induction and initial training ? confirmation in post ? performance appraisal ? education, training and development ? promotions, transfers and secondments ? disciplinary proceedings and dismissal ? attendance, annual leave and sick leave ? redundancy ? death in service ? retirement and pensioners ? payment. The lesson examines these functions and then discusses the effect they have on the nature of the records created and on the care and use of those records. The lesson also examines records-related concerns or issues that emerge during these various personnel functions. Lesson 3 examines the nature of the individual personnel file, examining in particular the master and working personal files and the personal record card. Note that for ease of reference most figures and forms in this lesson are included at the end of the main text for the lesson.
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 and 36: ? the pensions office ? the audit o
Page 37: Office of Head of Civil Service Cen
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
Page 93 and 94:
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
Page 105 and 106:
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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