Managing Personnel Records - International Records Management ...

Summary of Documents Generated by the Personnel Function
System 2 Documents Custody
Human resources planning human resources plan. the plan
should form part of and be linked
to the wider strategic plan of the
organisation. there are likely to be
records of analyses carried out
leading to the preparation of the
plan.
Recruitment job analyses, job descriptions,
person specifications,
advertisements, interview reports
and references. candidates’
application forms, letters of
appointment. record of successful
candidates.
Special contracts contracts and records of contract
negotiations, which may be
specific to a particular job or may
be more general, such as part-time
working, working flexible hours
or job sharing.
Performance management:
induction and initial training
Performance management:
confirmation in post
Performance management:
annual appraisal
Education, Training and
Development
records documenting the
induction programme
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the strategic plan should be widely
disseminated through the
organisation. the human resources
plan itself should be treated as
confidential and made available
only to senior management. the
agency concerned should hold the
master copy in its policy files
series.
the service commission concerned
should hold the first six of these
items on case files for as long as
they are relevant; candidates’
application forms and letters of
appointment should go on the
master personal file.
the central agency or employing
agency concerned should hold the
contracts in a series of contracts
files
a copy of the contract will also go
to the master personal file.
master personal file
confirmation certificate/letter master personal file
record of appraisal, forward job
plan, annual report
records of courses attended, skills
acquired and levels obtained
the forward job plan should be
retained for several years for
comparison purposes. records of
appraisal; summary details (overall
mark, suitability for promotion and
long term potential) should be held
on the master personal file
master personal file and working
personal file in central agency
concerned
Figure 6: Summary of Documents Generated by the Personnel Function (page 1)
2 System as used here refers to a functional system within the overall personnel management function.