Managing Personnel Records - International Records Management ...

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HUMAN RESOURCE PLANNING Logically, if not always in practice, personnel management begins with human resource planning. Human resource planning attempts to analyse likely influences on the supply of and demand for people, with a view to maximising the organisation’s future performance. Planning for people in organisations involves ensuring that the organisation has ? the right people ? in the right numbers ? with the right knowledge, skills and experience ? in the right jobs ? in the right place ? at the right time ? at the right cost. Both the quantity of staff and their quality are important issues. Human resource planning may be undertaken at a global, ministry, departmental or lower level, or not at all. The users of human resource planning are not just the planners themselves but also the senior management of the organisation, including the head of personnel. Their objective is to produce a better fit between the current levels and skills of staff and the plan’s projections. To carry out the human resource planning process, it is necessary to obtain certain key facts about staffing in the organisation. These facts include grade, occupational group, job type, title or department, contract of employment, sex, age, length of service, skills and educational levels, knowledge and expertise, language, ethnic origin, nationality and disability. Research is needed to gather these facts if they are not already accessible to the human resource planners. Statistics gathered from this exercise can be analysed to produce information about the match between actual staff skills and those identified as necessary or desirable. Carrying out a human resource planning exercise relies heavily on the information contained in personnel records. Working through this process has the added benefit of identifying gaps in the personnel records and allowing processes to be put into place to fill these gaps. The human resource planning process is illustrated in the Figure 1 below. Note that Stages 1 and 2 can be carried out simultaneously, but the later stages must be carried out in sequence. MANAGING PERSONNEL RECORDS 30
<strong>Records</strong> Issues When a human resources plan is developed, personnel departments should maintain the master copy; department heads should have a copy of the most up-to-date plan. <strong>Records</strong> of the entire planning exercise should be kept by the personnel department for three planning cycles; updates should be kept until shortly after the next full-scale plan is completed. MANAGING PERSONNEL RECORDS 31
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 and 38: Office of Head of Civil Service Cen
Page 39: MANAGING PERSONNEL RECORDS 29 LESSO
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
Page 91 and 92:
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
Page 99 and 100:
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
Page 121 and 122:
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
Page 127 and 128:
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
Page 141 and 142:
THE IMPORTANCE OF SOURCE DATA Inves
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A document management system allows
Page 145 and 146:
Activity 21 Consider the various st
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STUDY QUESTIONS 1. What are four co
Page 149 and 150:
WHAT TO DO NEXT? MANAGING PERSONNEL
Page 151 and 152:
See Restructuring Current Records S
Page 153 and 154:
Commonwealth Association for Public
Page 155 and 156:
Activity 24 Check your institution
Page 157 and 158:
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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