Managing Personnel Records - International Records Management ...

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Managing Personnel Records Principal Author PIERS CAIN Piers Cain is the Director of Research, Development and Education of the International Records Management Trust. He is responsible for developing and implementing the Trust’s research strategy, directing research projects and overseeing the Trust’s education projects. His research interests include the impact of the ‘information revolution’ on in both industrialised and developing countries. In addition Mr Cain has extensive experience in a wide range of organisations, including Reuters Ltd, International Monetary Fund, European Bank for Reconstruction and Development and the Corporation of London. Contributors Reviewers Testers Kimberly Barata Barbara Reed John Walford Jeanne Berry, Gloucester County Library Arts and Museums Service Ann Mitchell, Monash University, Australia University of Botswana
CONTENTS Introduction 1 Lesson 1: The Context of Personnel Records Management 5 Lesson 2: Personnel Management Business Processes and Records 29 Lesson 3: The Nature of Personal Files 74 Lesson 4: Managing Personnel Records in a Manual Form 86 Lesson 5: Managing Personnel Records in a Mixed Paper/Electronic Environment 105 Lesson 6: Management Issues 127 Lesson 7: What to Do Next? 141 Appendix 1: Sample Retention Schedule for Personnel Records 151
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: Donors The International Records Ma
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 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 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
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