Agree with the other comments. One of the big benefits - there are many
others  - of an EDRM is the ability to simply design out this type of
problem, through granular control of access to specific types of
documents.

We all know the 'local copies' practice is fundamentally flawed
(duplication) and weak (in practice insufficient attention to security -
I have seen many examples of local copies all being on the team shared
folders visible to all) but necessary in a paper world where the HR
department may be remote. 

So:

* redesign
* eliminate duplication
* provide access where required and 
** re-educate HR. They are NOT their files - they belong to the
organisation


Phillip Bradshaw


Information Manager 
Democratic Services

Room CY5C, County Hall

EMail: [log in to unmask]

Phone:         029 2087 3346
Mobile :        07890 265987 
Fax:              029 2087 3349

Content Management 
Online Collaboration 
Cut cost, and not trees.... 


-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Geraldine
Sharman
Sent: 07 January 2011 10:54
To: [log in to unmask]
Subject: Re: HR files in business units

Paula

I rolled out an EDRMS in another organisation and staff used it for 6
years.  For HR material every staff member had 2 files under their name.
1 called Human Resources which was restricted to the Human Resources
team, the other was the Personal Development and appraisal file which
was restricted to the employee, their line manager, countersigning
officer and HR. In this they could put anything which they wanted to
share e.g.  time sheets, objectives, Personal development plans etc.  It
worked very well.

Mrs Geraldine Sharman
Records Manager and FOI Officer
Surrey Heath Borough Council
Surrey Heath House
Knoll Road
Camberley
Surrey
GU15 3HD
01276 707632
07973893801
www.surreyheath.gov.uk
 
Great Place * Great Community * Great Future

-----Original Message-----
From: The UK Records Management mailing list
[mailto:[log in to unmask]] On Behalf Of Paula McClure
Sent: 07 January 2011 09:12
To: [log in to unmask]
Subject: [RECORDS-MANAGEMENT-UK] HR files in business units

I'm trying to understand how other organisations handle HR-related files
and documents in a ERDMS. Any master records relating to an employee are
kept by Human Resources. Each employee has an employee file, which keeps
all information about an employee except health-related records. 

Typically managers in business units also keep duplicate records
relating to their employees in parts of the shared drive that are
accessible to them only or in locked drawers. As we migrate files to an
ERDMS managers would also like to keep their duplicates in the ERDMS
just as they have been keeping them in the shared drive. Should they be
allowed to keep their duplicates in the ERDMS, considering that they do
not have access to their employees' files? Only HR does.

The reason why they do not have access to their employees' files is that
the files themselves are too comprehensive and contain too much personal
and confidential information. However, this issue cannot be tackled at
the moment.

On one hand I am concerned that business unit managers do not handle the
records carefully enough, especially when they print them out, but on
the other I can understand why they would want to keep at least the
records that they have generated in regard to their employees.

Thank you for any advice or comments,

Paula

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