Managing Personnel Records - International Records Management ...

Examples of Main Records Series Supporting the Personnel Function
Record Series Where Held Contents
personnel management: policy and
operational files
ministry in charge of the public service
employing agency
service commission
record cards or sheets ministry in charge of the public service
recruitment: individual
case files, permanent pensionable and
expatriate staff
recruitment: individual
case files, non pensionable staff
employing agency
service commission
contract files employing agency
MANAGING PERSONNEL RECORDS
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records of all aspects of the development and implementation of human
resource management, including succession planning, job evaluation,
health and safety, allowances, tax, salaries and wages, promotion,
grievances, discipline, travel and overseas training. service commissions
hold records of the development and implementation of policies for
recruitment, promotion, grievances and discipline and overseas training.
record cards or sheets containing summary or statistical information used
for planning and other purposes. in some countries they are held on
personal files. in some countries these have been converted into
databases. (the printouts may look very similar to the original cards).
service commission records of the recruitment of candidates before a decision has been taken
such as job analyses, job descriptions, advertisements, etc
employing ministry records of the recruitment of ‘local’, temporary or ‘operational service’ non
pensionable staff including candidates before a decision has been taken and
successful candidates who have not taken up a position
central agency
contracts and associated correspondence
Figure 7: Summary of File Series Supporting the Personnel Function (page 1)