Managing Personnel Records - International Records Management ...

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Preparing the Job Description This involves identifying the main duties, responsibilities and tasks involved in the job and the physical, social and financial conditions of the job. The process of preparing the job description generates basic information about the nature of the position and can be used in many aspects of personnel work, such as performance appraisal, training programmes and disciplinary interviews. The job description might include what is called a ‘person specification’, which defines the knowledge, skills and experience required to carry out the tasks summarised in the job description successfully. This process involves matching the characteristics of the job with the characteristics of the potential applicants. An example of a job description is to be found in Figure 2; a sample of a person specification is in Figure 3. Records Issues A record of each job description and person specification should be kept for at least as long as the job exists in the organisation. Line managers should have an up-to-date copy of the job description and be involved in any revisions to it. Each member of staff should have a copy of his or her job description. Application Forms Application forms should be used to obtain personal information from applicants, including full name, address and telephone number, date of birth, sex, disability if any, ethnic origin (or tribe), language spoken, nationality. The form will also gather information about qualifications and career, such as educational qualifications, career details, work experience, reasons for applying for the job and references. An example of an application form is in Figure 4. Some organisations allow candidates to submit a curriculum vitae (CV) instead of or in addition to a completed application form. Records Issues The application form is a record that may be required if the individual’s statements are questioned at a later date. Unsuccessful applications need only be kept for a short time (usually between 2-6 months) in the event of an appeal against the decisions. As well, if the interview process is unsuccessful, it may be necessary to go back to the pool of applicants to find further possible people to be interviewed. The application form or CV, with the offer letter and letter of appointment, should be placed on a temporary personnel file. A permanent file should only be opened once the candidate has taken up his or her post. If the candidate does not take up the post, the application form should be retained for 1-2 years. Unsolicited applications and other general recruitment enquiries would normally be kept for 1-3 months. MANAGING PERSONNEL RECORDS 34
Special Contracts Some staff appointments are made by individual contract. These contracts will set down the terms and conditions of appointments. Summaries of the reports are usually placed on the personnel file of the individual. A separate set of contracts is maintained by the personnel department. Records Issues Individuals should have copies of their contracts; the personnel department should hold the originals. Contracts should be kept for the statutory period after the expiry of the contract, which is usually about six years. APPOINTMENT The terms and conditions of service need to be agreed. Depending on the appointee’s status, this may involve correspondence with the employing department or one or more of the central agencies. Special allowances for accommodation, travel, car and so on may need to be negotiated. Appointees may have to sign an official secrets or guarantee of confidentiality form. Records Issues As soon as the recruit is in post, the staff list must be amended and the relevant central authorities (ministry of public service, accountant general) need to be informed. A personnel file should be opened to which should be added the application form, a statement of any non-standard terms and conditions, letter of appointment, medical certificate, evidence used to verify the date of birth and qualifications held by the candidate and so on. MANAGING PERSONNEL RECORDS 35
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 and 42: Records Issues When a human resourc
Page 43: PERSONNEL POLICY All organisations
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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