Hi Claire
The LGCS http://www.rms-gb.org.uk/resources/92 gives a lot of detail on
the records held within the 'employee file' and accompanying retention
advice. To enable retention in hard copy you may want to make the file
modular so that different sections can be extracted for disposal at
different times. You may even want to hold the different types of
record separately.
Disciplinary cases, for example, may only stay on file for a few years
whilst basic personal details will be retained for longer. As for
holding some personnel records separately from the personnel file you
would want to keep OHS records relating to a member of staff in a
different system with different access levels. There's no simple
standard list of contents for a single personnel file because each
organisation does things differently. But I would tend towards having a
number of files or a modular file, each containing documents with
similar retention periods/access rules.
Hope this is useful.
Regards
Suzy
Suzy Taylor
Records Manager
New College Durham
Framwellgate Moor
Durham
DH1 5ES
Tel: 0191 375 4422
E-mail: [log in to unmask]
>>> Claire Park <[log in to unmask]> 16/10/2006 11:29 >>>
Does anyone know of a recommendation anywhere that states what
'Personnel
Files' should contain?
This is an issue that has been thrown up by our ongoing work to develop
corporate retention guidelines. More often than not there are
questions
being raised about current procedures for document creation and
storage.
The current situation is one whereby we have several documents with
differing retention periods in the same file or folder making the
destruction process very difficult to manage. I would recommend having
a
folder containing key personnel information to be kept for a blanket
period.
thanks
Claire
SRM
Cumbria County Council
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