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
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-----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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