Managing Personnel Records - International Records Management ...

An official personal file for an individual employee should
not be created until the candidate has taken up his or her
post.
MASTER PERSONAL FILES
Master personal files should be created for each staff member. The designation of a
‘master personal file’ for each employee is key to controlling the proliferation of files.
Master personal files should contain a complete record of the individual’s career,
including both original documents and summary records. Documents on the file
should be numbered in sequence.
The creation of a ‘master personal file’ for each employee is
key to file management.
Where the master file should be held is an important issue. The answer will vary
according to the organisational structure and requirements of the country concerned
and the way communications need to flow. Where the personnel management system
is still highly centralised, it may be appropriate to hold the master file in the office of
the head of civil service, the public service department or the office of the head of the
relevant cadre. Working files can then be held in the relevant ministry or department.
Where the civil service has a clear policy on delegated authority for personnel issues,
the master file should be held locally with the ministry, department or local authority
concerned. The master file should then be transferred with the individual if he or she
is transferred to another agency. There may be circumstances in which a central
agency will need access to the master file, for example when the individual is
approaching retirement. In this case, the master file may be transferred to the central
authority temporarily so that the calculation of pension benefits can be made. The file
should then be returned to the employing agency until the individual retires.
Where systems have broken down, establishing master files may be critical to
revitalising personnel records systems. A systematic effort will be required to ensure
that the designated master file does not contain unnecessary information and that it
contains a complete set of relevant legal documents.
It is important that rules for the care of master files be drawn up so that best practice
can be introduced and monitored. The following factors should be taken into account
when establishing rules.
? There will be only one master personal file for each employee.
? Master files will document the legal relationship between employer and employee
and contain a complete record of service.
MANAGING PERSONNEL RECORDS
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