Paula
We are doing something similar at the moment. And have set up the sub folder structure for each staff member.
One of the sub-folders within the structure is called "supervision and performance management". This folder will be accessible to the managers of the team when they start using the EDRMS.Use of this will reduce the need for individual managers to keep their own stash of information.
However they will not have access to the other sub folders. Mainly as we are back scanning and uploading the paper files and the old paper files have some very mixed information. Some of which can be seen by the manager and some that cannot (mostly equality data). So it is easier at the start to restrict access to the other folders. If a specific managers wants access to another folder the information in the folder will be checked (restricted information will be redacted or moved) and the manager allowed access.
Thanks
Tony May
Documents Manager
CHO032
Hertfordshire County Council
Phone: 01992 556 729
Comnet 26729
-----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
To view the list archives go to: https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=RECORDS-MANAGEMENT-UK
To unsubscribe from this list, send an email to [log in to unmask] with the words UNSUBSCRIBE RECORDS-MANAGEMENT-UK
For any technical queries re JISC please email [log in to unmask]
For any content based queries, please email [log in to unmask]
****Disclaimer****
The information in this message should be regarded as confidential and is intended for the addressee only unless explicitly stated. If you have received this message in error it must be deleted and the sender notified. The views expressed in this message are personal and not necessarily those of Hertfordshire County Council unless explicitly stated. Please be aware that emails sent to or received from Hertfordshire County Council may be intercepted and read by the council. Interception will only occur to ensure compliance with council policies or procedures or regulatory obligations, to prevent or deter crime, or for the purposes of essential maintenance or support of the email system.
To view the list archives go to: https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=RECORDS-MANAGEMENT-UK
To unsubscribe from this list, send an email to [log in to unmask] with the words UNSUBSCRIBE RECORDS-MANAGEMENT-UK
For any technical queries re JISC please email [log in to unmask]
For any content based queries, please email [log in to unmask]
|