Managing Personnel Records - International Records Management ...

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PAYMENT The authority to pay salaries lies with the personnel department. A central payroll unit usually makes the actual payments. The unit must be notified of all changes in individual staff circumstances such as promotions, demotions, part time and overtime working, transfers and secondments. If pay rates change, for example on account of inflation, the Payroll Unit will make the necessary alterations. <strong>Records</strong> Issues Each time they are paid, staff should be provided with a pay slip for their own records. Payroll and wage records, including details on overtime, bonuses and expenses, and details of any other benefits in kind, should be kept by the payroll department for the statutory period under taxation legislation, which may vary, but the period is unlikely to be shorter than six years. The same retention periods are likely to apply to income tax records and annual returns of taxable pay and tax paid. SUMMARY OF PERSONNEL DOCUMENTS Figure 6 below is a summary of the types of documents discussed in this lesson. In most cases, the documents will be filed on master personal files, although some will be held on working personal files. Master files are those permanent files containing the primary, comprehensive source of information about an individual’s career. Working files are those held for convenient reference or that relate to the management of a particular function; they are usually not permanent records. These two types of files are described in greater detail in Lesson 3. Some of the documents identified here may also be found on policy and operational files or on case files relating to particular functions, such as public service commission appointments. Figure 7 illustrates the ways in which these records might be held on file series. The list is not definitive; the series established will vary from country to country in relation to the way the personnel function is managed. The principles of creating files series, to reflect different functional activities or requirements, are explored in Organising and Controlling Current <strong>Records</strong>. The series created to support the personnel function will depend upon the functions and work patterns and size of the government or the organisation concerned. In particular, policy and operational files may be organised into series supporting broader or narrower activities. In a large organisation, series will need to be more MANAGING PERSONNEL RECORDS 44
narrowly defined, whereas in a smaller organisation which maintains fewer records, the series can be broader. Activity 7 Choose at least three of the personnel functions discussed in this lesson. For each function chosen, identify the types of documents created and who has custody of them. Use the format shown in Figure 6 as a model for this activity and fill in as much information as you can. MANAGING PERSONNEL RECORDS 45
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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 and 52: last employing department. In eithe
Page 53: different scenarios will have diffe
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
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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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