Managing Personnel Records - International Records Management ...

last employing department. In either case, the central authority responsible should be
informed. The pensions department should maintain a record of the date of
retirement.
Even if the individual is not dismissed, the full record of dismissal proceeding should
be retained for any statutory period required, which may be 3 to 5 years.
ATTENDANCE, ANNUAL LEAVE AND SICK
LEAVE
Systems should be in place to check on attendance, annual leave and sick leave. All
of these systems should be monitored by the personnel department and, where
necessary, used to promote improved performance in these areas.
Continuing poor attendance or abuse of annual leave may result in disciplinary
proceedings. Excessive sick leave may result in referring the employee to the civil
service’s medical advisor or appropriate health office.
Records Issues
It is important that records are kept by the personnel department to substantiate any
cases that may arise during the employee’s employment or even during retirement.
REDUNDANCY
As mentioned earlier, redundancy or ‘retrenchment’ has in recent years become a
significant factor as governments world-wide seek to reduce the size and scope of
government. New employment legislation is often passed to assist this process. Good
practice requires that schemes to encourage voluntary redundancy should be
established and that compulsory redundancy should only be used as a last resort.
Where compulsory redundancy is being considered, there should be negotiations with
the staff representatives to determine the principles on which redundancy decisions
will be made.
MANAGING PERSONNEL RECORDS
41