Hi Paula
I'm glad you've brought this up. I'm in a similar dilema only we don't
have an Electronic Records Management System as yet. We've got EDMS
which HR are using for staff files (business unit managers can't have
access to the EDMS because of security problems) but we are also
developing a Council File Plan where departmental managers and HR
officers will share appropriate records. The suggestion of creating two
folders for each employee's records is an excellent suggestion and
relieves me of negotiating access protocols for individuals' records.
However there are some records where there is a collection of data
regarding more than one individual, such as monthly sickness returns
where the name, period of sickness and cause of sickness is specified.
How do other authorities arrange access to such record types?
Thanks
Nia
-----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: 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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