Managing Personnel Records - International Records Management ...

? In centralised systems, master files will be maintained by a central agency
responsible for all civil servants or by the agency responsible for the relevant
cadre.
? In decentralised systems, master files for permanent and pensionable staff will be
maintained by the parent ministry. Master files of other categories of staff, may
be held by the employing unit, depending upon the particular needs of the
organisation.
The types of documents contained on the master personal file may include the
following:
? candidate’s application form, which should provide basic information about date
of birth, gender, ethnicity, nationality, permanent home address, educational
qualifications, relevant career details, references, membership in professional
bodies, reasons for applying for the job
? letter of appointment, which should confirm the terms and conditions of
appointment, such as starting salary, job description, leave entitlement and so on
? letter of acceptance
? medical examination report(s)
? confirmation in post certificate.
These documents constitute the basic record about that person. They should be kept
on the personal file as long as it exists. Subsequent information that may be placed on
the master file, if the circumstances in question arise, includes the following:
? summaries of performance appraisals: overall mark, suitability for promotion,
long-term potential
? summaries of education, training and development courses attended and the
results
? promotion letters, letters of demotion, transfer letters, secondment letter(s),
changes in occupational group
? summary of any relevant disciplinary proceedings, summary of infringements in
attendance, lateness, annual leave or sick leave (the documents relating to the
proceedings themselves may be kept on working files to facilitate disposition),
dismissal note
? note of redundancy
? note of death in service
? note of retirement.
Where there are changes in personal circumstances, such as change of name, change
of address, change of next of kin, it is the responsibility of staff to keep the record up
to date by informing the personnel department.
MANAGING PERSONNEL RECORDS
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