Well, as its Friday, I shall come clean about keeping duplicate files myself
as a manager and defend the practice. It is partly that such files are not
usually complete duplicates. For example since this started off with
maternity leave, the central HR file will have formal letters about dates of
return and changes in hours worked, my file will also have correspondence or
notes of conversdations about such matters as well as records of when
someone on maternity leave has been told about important developments in
their absence. The second acceptable reason of course, is convenience - it
usually takes too long to retrieve central records. The third, less
acceptable reason, is competing views of accuracy. The local manager does
not trust the accuracy of central records. However even then I think it is
often that information needs of the centre and the local are slightly
different and so the information is recorded differently.
*************************************
Geoff Smith
Principal Officer
University Secretariat
Sheffield Hallam University
City Campus
Howard Street
Sheffield
S1 1WB
Tel: 0114 225 3854
Fax: 0114 225 3498
Email: [log in to unmask]
-----Original Message-----
From: Broom, Doreen [mailto:[log in to unmask]]
Sent: 17 January 2003 15:28
To: [log in to unmask]
Subject: Re: [data-protection] Sickness in Absence
My lot keep central HR files, Managers keep files and Payroll are copied in
on sickness forms/expenses etc. I thought we were in the computer zone - it
seems to me rather than decreasing paper files - they are increasing!!! One
central HR file is surely sufficient... Doreen Broom Access to Information
Officer [log in to unmask]
Tel: 01835 826516 (Direct Line)
> -----Original Message-----
> From: Norman Pottinger [SMTP:[log in to unmask]]
> Sent: 17 January 2003 15:03
> To: [log in to unmask]
> Subject: Re: Sickness in Absence
>
> A sort of connected item.
> A lot of mention in this thread has been about Managers keeping
> personnel files.
>
> My own organisation thinks this is a good idea and has done away with
> central HR files. All this despite my misgivings and protests about
> protecting the data, relevant and up to date and all the other things
> that "us professional" know make this a bad idea.
>
> It's Friday and I need a hug!! Does anyone else have a strong view on
> who keeps a personnel file???
>
> Norman Pottinger
> Head of Information Security
> Berkshire Health Informatics Service
> Tel: 0118 982 2809
> Fax: 0118 982 2813
> Mob: 07771 562849
> email [log in to unmask]
>
> -----Original Message-----
> From: Gil Richardson [mailto:[log in to unmask]]
> Sent: 17 January 2003 14:39
> To: [log in to unmask]
> Subject: Re: Sickness in Absence
>
> Hallo Les
>
> 1) Maternity leave, as I understand it, is a personal right given by
> legislation, is not sick leave and is a (natural) medical condition.
> Therefore I would say sensitive.
>
> 2) As a manager I do not keep any personal information on my staff in
> my files - with the single exception of work in progress such as
> appraisal documentation; work reviews, etc. If I need to see any staff
> data I ask to see the copies within Personnel Dept's. secure files. I
> think it is un-necessary duplication of data for managers to file
> their own copies.
>
> That's what I fink anyway!
>
> Gil
>
> Gil Richardson
> Senior Information Manager
> RCGP
> email: [log in to unmask]
> Website: www.rcgp.org.uk
> Tel: 020 7581 3232 ext 231
> Fax: 020 7584 1992
>
> "Promoting Excellence in Family Medicine"
>
> This email is confidential. It may not be disclosed to, or used by,
> anyone other than the addressee. If you receive this message in error,
> please advise the sender immediately.
>
>
> -----Original Message-----
> From: Les Kingstone [mailto:[log in to unmask]]
> Sent: 17 January 2003 14:14
> To: [log in to unmask]
> Subject: Sickness in Absence
>
> Chaps!
>
> I've just had a very unusal experience, in chatting to our Personnel
> Department about Sickness & Absence (I think I must be lucky in having
> a good working relationship with them!!).
>
> In discussing what records can be held by Managers on their members of
> staff, we covered that tricky area of Maternity Leave.
>
> QUESTION 1 - In your learned opinion(s), would you class Maternity
> Leave as a (say) contractual absence or a medical condition (and
> hence, sensitive information)? Or would it be sensitive, although not
> sick leave?
>
>
> I can see the reasoning behind both!
>
> QUESTION 2 - again, in your learned opinion, should a Manager hold
> details of the persons condition in their own files on the individual?
>
>
> Thanks in anticipation of a good Friday reply,
>
> Les
> AEGON UK
>
> ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
> All archives of messages are stored permanently and are
> available to the world wide web community at large at
> http://www.jiscmail.ac.uk/lists/data-protection.html
> If you wish to leave this list please send the command
> leave data-protection to [log in to unmask]
> All user commands can be found at : -
> www.jiscmail.ac.uk/user-manual/summary-user-commands.htm
> (all commands go to [log in to unmask] not the list please)
> ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
>
> ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
> All archives of messages are stored permanently and are
> available to the world wide web community at large at
> http://www.jiscmail.ac.uk/lists/data-protection.html
> If you wish to leave this list please send the command
> leave data-protection to [log in to unmask]
> All user commands can be found at : -
> www.jiscmail.ac.uk/user-manual/summary-user-commands.htm
> (all commands go to [log in to unmask] not the list please)
> ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
> DISCLAIMER: The information contained in this message or any of its
> attachments may be privileged and confidential and intended for the
> exclusive use of the addressee. The views expressed may not be
> official policy but the personal views of the originator. If you are
> not the addressee any disclosure, reproduction, distribution, other
> dissemination or use of this communication is strictly prohibited. If
> you received this message in error please return it to the originator.
> All messages sent by this organisation are checked for viruses using
> the latest anti virus products. This does not and can not however
> guarantee that a virus has not been transmitted. Please therefore
> ensure that you take your own precautions
> for the detection and eradication of viruses.
>
> ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
> All archives of messages are stored permanently and are
> available to the world wide web community at large at
> http://www.jiscmail.ac.uk/lists/data-protection.html
> If you wish to leave this list please send the command
> leave data-protection to [log in to unmask]
> All user commands can be found at : -
> www.jiscmail.ac.uk/user-manual/summary-user-commands.htm
> (all commands go to [log in to unmask] not the list please)
> ^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
**********************************************************************
This email is privileged, confidential and subject to copyright. Any
unauthorised use or disclosure of its content is prohibited. The views
expressed in this communication may not necessarily be the views held by
Scottish Borders Council
**********************************************************************
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
All archives of messages are stored permanently and are
available to the world wide web community at large at
http://www.jiscmail.ac.uk/lists/data-protection.html
If you wish to leave this list please send the command
leave data-protection to [log in to unmask]
All user commands can be found at : -
www.jiscmail.ac.uk/user-manual/summary-user-commands.htm
(all commands go to [log in to unmask] not the list please)
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
All archives of messages are stored permanently and are
available to the world wide web community at large at
http://www.jiscmail.ac.uk/lists/data-protection.html
If you wish to leave this list please send the command
leave data-protection to [log in to unmask]
All user commands can be found at : -
www.jiscmail.ac.uk/user-manual/summary-user-commands.htm
(all commands go to [log in to unmask] not the list please)
^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^^
