Managing Personnel Records - International Records Management ...

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? copies of correspondence about disciplinary matters ? records of annual leave ? copies of correspondence relating to secondments/resignations/retirements/death ? correspondence of a personal nature relating to the individual. The following types of records may be found on the working personal files of daily paid staff: ? copy of appointment/posting letter ? copy of acceptance letter ? certificate of residence ? information about annual leave ? correspondence about disciplinary matters ? correspondence about retirement/ resignation ? death certificates. Activity 8 Does your organisation create both master files and working files? What are the working files used for? What kind of information is filed on the master file and what kind on the working file? Write a brief description of how personnel records are created and managed. Then write at least four suggestions you would make to improve that aspect of the personnel record-keeping system. PERSONAL RECORD CARDS The master personal file will also contain a personal record card or sheet. This document captures all essential information about the employee. The document should include ? full name ? date of birth ? next of kin ? marital status ? home address and telephone number. MANAGING PERSONNEL RECORDS 78
The card will also record information about the employee’s career, such as ? details of postings and transfers, promotions ? retirement date, or date of leaving the service. In some countries it may be difficult to gather all of this information about the employee. Many employees may not have telephones, or the political situation may make it inadvisable to ask employees about their ethnic background. Particularly in countries where transport facilities are limited, employees from rural areas may find it necessary to stay with friends or relatives while they are working. In organisations where this situation is common it is wise to record both permanent and temporary postal addresses. Some details may be impossible to obtain. Employees may not always know their date of birth. In this situation, registration clerks should be instructed to obtain a statement from the employee about his or her approximate age. If the age has been estimated, the entry should be clearly marked with an agreed wording such as ‘estimated’ or ‘approximate’. This personal record card is a key document. Where significant information is recorded (such as about a promotion), there is usually space for the signature of the line manager and date of authorisation. Information from the personnel record card or sheet should provide the basis for the design of personnel management databases. These cards are sometimes scheduled for permanent preservation, rather than preserving the entire personnel file, because they take up much less space. However, this can only be considered if the cards contain complete and verified information. A sample personal record card is shown in Figure 8. Activity 9 Does your organisation create a personal record card? If so, examine the card or sheet and compare it with the example in this lesson. Write down at least three suggestions you might make to alter the organisation’s card to improve its layout, presentation or content. MANAGING PERSONNEL RECORDS 79
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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
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The primary stakeholder for personn
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salaries and wages may rest with th
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PROVIDING INFORMATION TO MULTIPLE S
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TRENDS IN PERSONNEL MANAGEMENT Incr
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SUMMARY Lesson 1 has discussed the
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? 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: WORKING PERSONAL FILES Working pers
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
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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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