Managing Personnel Records - International Records Management ...

More documents

Recommendations

Info

Records Issues In the event of redundancies, the staff list should be amended as necessary and the central authorities informed. A record of any future entitlements (in addition to compensation at the time of redundancy) should be kept and placed on the personnel file, which should then be closed. A copy of the statement of entitlement should be provided to the redundant employee. Records of redundancy policy and the redundancy scheme should be kept centrally by the department in charge of the civil service. Individual departments will also have copies of material about the scheme for their own administrative purposes. Records relating to implementing the scheme should be kept in the employing department. The files of employees made redundant should be transferred to a central repository, such as a records centre. The records may be required to answer future queries in relation to the redundancy scheme or to entitlements. DEATH IN SERVICE Death in service primarily affects the next of kin. Widows and widowers may be eligible for pensions. Children below the age of majority may be entitled to benefits until they reach a specified age. Ex gratia payments may be considered in some circumstances, for example where the death may have been brought about by poor working conditions or an unforeseeable accident. In addition the employer may be liable for a statutory payment under health and safety legislation. Records Issues In the event of a death while the person was in service, the staff list should be amended and the central authority informed. The personnel department should maintain up-to-date and accurate records of next of kin and their name, address and telephone number, in order to communicate with them in the event of an emergency or incident. RETIREMENT Retirement covers both retirement at the normal retirement age (55 - 65) and early retirement. A person may opt for early retirement for health reasons, to take a different job, to begin a new lifestyle or as part of a retrenchment programme. These MANAGING PERSONNEL RECORDS 42
different scenarios will have different financial implications for the individual and for the records that need to be kept. Records Issues Records of any continuing financial payments should be kept by the department responsible for pensions. The date of retirement should be noted on the personnel file. When staff leave to take up another job, whether within the public or the private sector, the personnel file should be retained against the eventuality that the individual may subsequently seek re-employment. The staff list should also be amended and the central authority informed of the change. PENSIONERS Pensioners have statutory rights that must be observed. It is critical, therefore, that appropriate records be kept. Normally the pension scheme in place in the civil service will be centrally managed through the department responsible for pensions. In countries where there is no separate fund for civil service pensions, pensions are paid out of government revenue. Where functions (and the requisite staff) have been transferred to executive agencies, parastatal organisations or the local government, these organisations may have been required to create their own pension funds. The government then is faced with two options: ? ‘freeze’ the pension entitlement of the former civil servant and pay the pension at retirement age ? make a contribution to the new organisation’s pension fund commensurate with the years of service the civil servant has worked. The second option is expensive, and often the funding is not available. Consequently in many cases it is vital to maintain an accurate record of the pension entitlements of former civil servants. Records Issues Pensions records should be kept by the office responsible for pensions. Key records include trust deeds and rules and the minute books of the trustees of the pension scheme. If civil servants have been transferred to newly created organisations, such as executive agencies, special arrangements may have to be made to safeguard records of pension entitlements. MANAGING PERSONNEL RECORDS 43
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 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: last employing department. In eithe
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
Page 95 and 96: ACTIVITIES: COMMENTS Activities 8-9
Page 97 and 98: TYPICAL PROBLEMS WITH MANAGING PERS
Page 99 and 100: If an employee is found to have two
Page 101 and 102: In some cases, confidential files a
Page 103 and 104:
INTERNAL ARRANGEMENT OF THE FILE Me
Page 105 and 106:
Activity 14 How are large personnel
Page 107 and 108:
a separate box marked for the purpo
Page 109 and 110:
? C: staff no longer in the service
Page 111 and 112:
Sort undifferentiated personal file
Page 113 and 114:
STUDY QUESTIONS 1. Explain at least
Page 115 and 116:
MANAGING PERSONNEL RECORDS 105 LESS
Page 117 and 118:
ADVANTAGES OF COMPUTERISATION Many
Page 119 and 120:
RECORDS MANAGEMENT IMPLICATIONS OF
Page 121 and 122:
Personnel managers, as the users, n
Page 123 and 124:
Stages in Developing and Implementi
Page 125 and 126:
? The timetables and the budget for
Page 127 and 128:
Databases The advantage of using ot
Page 129 and 130:
Full Name Sex No. Date of birth Dat
Page 131 and 132:
Controlling Data Exchange Often the
Page 133 and 134:
Having entered the information on t
Page 135 and 136:
STUDY QUESTIONS 1. Name four issues
Page 137 and 138:
MANAGEMENT ISSUES MANAGING PERSONNE
Page 139 and 140:
PERSONNEL INFORMATION SYSTEMS AND P
Page 141 and 142:
THE IMPORTANCE OF SOURCE DATA Inves
Page 143 and 144:
A document management system allows
Page 145 and 146:
Activity 21 Consider the various st
Page 147 and 148:
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
Page 159 and 160:
MANAGING PERSONNEL RECORDS 151 APPE
Page 161:
RECOMMENDED RETENTION PERIODS (WHER
show all

Managing Personnel Records - International Records Management ...

Create successful ePaper yourself

Delete template?

Save as template?