Managing Personnel Records - International Records Management ...

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Stage 1 Stage 2 Analyse current staff in organisation and past trends to ? assess the present situation ? assess relevant future changes ? project future availability of key staff From personnel records Stage 3 Examine matches or mismatches between these two projections and Identify critical shortfalls or staff surpluses Stage 4 Evaluate alternative approaches to dealing with the results Stage 5 Decide upon the approach to be used, including provisions for monitoring and review Figure 1: Human Resources Planning MANAGING PERSONNEL RECORDS 32 Analyse future plans of the organisation in staffing terms to ? assess relevant future trends ? project numbers of staff required in the future From Corporate Plan
PERSONNEL POLICY All organisations will also develop personnel policies. For example, organisations will establish guidelines for hiring or dismissal, for standards of work and so on. Many of these policies may be interlinked with other organisational policies and guidelines. These guidelines will usually be codified and consolidated in the form of a personnel manual or in some cases, standing orders or regulations for use by personnel officers and to inform staff members of their rights and obligations. They are issued by an office in the public service with authority to set general personnel regulations, for example the Public Service Commission, Office of the Head of Civil Service or Public Service Ministry. Records Issues Personnel policy covers a wide range of issues, for example what kinds of behaviour should be officially encouraged and which discouraged, pay negotiations with trade unions, revisions to the job and pay grading structures, policies on recruitment and so on. Policy records normally consist on position papers and reports on what policies should be or have been adopted. Unlike the records concerning individual staff members, these records relate to overall management and so would not be filed in individual personnel files. Rather, a personnel policy records are normally kept as a separate series within the agency responsible for personnel management. RECRUITMENT The purpose of recruitment is to acquire the best candidate(s) for the job(s). In some government systems, recruitment for the civil service is handled by a service commission, which maintains files of recruitment records. This process does not always apply to recruitment at lower grades, such as for drivers and cleaners, who tend to be recruited directly by the department or ministry. Records Issues The recruitment process generates a number of types of record. Most of these are not needed after the post is filled. The exceptions may be the application form and educational certificates, which are required for long periods. Not only could deliberate untruth by the applicant be grounds for dismissal, even years after appointment, but the application form provides important source of original source data about the employee. MANAGING PERSONNEL RECORDS 33
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 and 40: MANAGING PERSONNEL RECORDS 29 LESSO
Page 41: Records Issues When a human resourc
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
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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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