Managing Personnel Records - International Records Management ...

INDUCTION AND INITIAL TRAINING
A new member of staff requires induction to his or her job and to the organisation as a
whole. The level will vary according to the job. It may require only a few hours or a
period lasting several weeks or months.
Initial training is concerned with learning the specific skills of the job rather than with
familiarisation with the organisation.
Records Issues
Responsibility for keeping the records of induction and initial training should be
jointly carried out by the immediate line manager and the personnel department.
These records serve various purposes. At their simplest, they can be used to confirm
that all new staff have completed their induction and training and how well they have
done. They can also be used to assess the effectiveness of the induction process and
to introduce improvements where appropriate.
The induction record should be placed on the personnel file along with the application
form and the letter of appointment.
CONFIRMATION IN POST
Most if not all new staff will be subject to a probationary period. At the end of this
period, they should be formally confirmed in post, unless their performance has been
unsatisfactory. This should not come as a surprise; line management in conjunction
with personnel staff should have already provided feedback and support. Where
performance has been unsatisfactory, the necessary warnings should have been given
before the end of the probationary period.
During the probationary period, which may range from a few weeks to a year or more,
the personnel department should ensure that personnel staff and line management
keep records of the progress of probationary staff in order to be in a position to
confirm them in post where appropriate.
Records Issues
A brief summary of the probationary period should be placed on the personnel file
along with a Confirmation in Post certificate. A copy should go to the central
department responsible for posting the employee to the job.
If the probationer is not confirmed in post, the reasons for the decision should be
given. A further probationary period, or dismissal, may follow. A notification of an
MANAGING PERSONNEL RECORDS
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