Managing Personnel Records - International Records Management ...

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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 MANAGING PERSONNEL RECORDS 66 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.
System Documents Custody Promotion letter of promotion master personal file Transfer letter of transfer master personal file Discipline management full record of disciplinary proceedings and outcome Dismissal full record of proceedings Attendance, Annual Leave and Sick Leave monitoring Statutory and/or civil service Redundancy MANAGING PERSONNEL RECORDS 67 the full record of disciplinary proceeding should be maintained on a separate case/policy file, possibly requiring special security. only the outcome ie letters to the individual, should appear on the master personal file. the full record of disciplinary proceeding should be maintained on a separate case/policy file, possibly requiring special security. only the outcome ie letters to the individual, should appear on the master personal file. leave and sickness cards working personal file full record of proceedings, negotiations and results master personal file Death in service compensation terms master personal file Retirement assessment of pension entitlement, pension notification and other documents relating to the retirement process Establishment information staff establishment lists, seniority lists master personal file; pensions department case file central agencies concerned; employing agencies Figure 6: Summary of Documents Generated by the Personnel Function (cont.)
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MANAGING PUBLIC SECTOR RECORDS Mana
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MANAGING PUBLIC SECTOR RECORDS A ST
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MPSR Project Personnel Project Dire
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Donors The International Records Ma
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CONTENTS Introduction 1 Lesson 1: T
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INTRODUCTION TO MANAGING PERSONNEL
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5. to describe the principles of ma
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MANAGING PERSONNEL RECORDS 5 LESSON
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Personnel records provide a basis f
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Life Span of Personnel Records Pers
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industrial relations. Personnel man
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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 and 54: different scenarios will have diffe
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: (SEE GUIDANCE NOTE ON DISCLOSURE) T
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
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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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