Managing Personnel Records - International Records Management ...

OTHER PERSONNEL INFORMATION FORMS
Many of the processes connected with personnel work are repetitive and lend
themselves to the use of forms. Examples include job applications, requests for leave,
applications for allowances, confirmation of transfers and so on. Thus other types of
forms are created and kept in either the master or working files, depending on their
nature, use and value.
The range of forms appropriate to the needs of each organisation should be discussed
by the records manager with the organisation’s personnel manager and with senior
management. Decisions about forms should take into account relevant legal
requirements in the country concerned. Each form must include a clearly designated
space for the employee’s name and number, so that these can be identified if the form
becomes detached from the file.
Good form design is an important tool in ensuring that records are legible, complete
and duly authenticated. For this reason, forms should also have designated spaces
where the line manager can sign each entry and note the date.
If the personnel function is automated, it will normally be necessary to redesign the
forms to facilitate data capture and data entry.
The management of automated personnel functions is
discussed in Lesson 5.
MANAGING PERSONNEL RECORDS
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