Redefining Documentation Factors determining level of documentation Information Security

1. Role of
Documentation in
HR Management
MARTIN RODGERS ANANGWE
8/19/2019 10:05 AM

2. 02
SESSION OBJECTIVES
1. Differentiate between documents and records
2. Appreciate the value of Documentation in Human Resource
Management.
3. Acknowledge the role of Document Identification and
Control
© MARTIN RODGERS ANANGWE
2019
8/19/2019 10:05 AM

3. 03
DOCUMENTATION
Business Proposal
A process that involves the systematic
interaction of people, events and documents
to create organizational records.
© MARTIN RODGERS ANANGWE
2019
8/19/2019 10:05 AM

4. 04
DOCUMENT, RECORD & DOCUMENTED INFORMATION
© MARTIN RODGERS ANANGWE
2019
8/19/2019 10:05 AM
Document Record
Documents are created by planning what needs to be done and
Records are created when something is done. Documents can
change and records don't (must not) change.

5. 03
6
Business Proposal
8/19/2019 10:05 AM

6. 06
PROCESS
A series of activities aimed at achieving a particular
result.
Process
Resources
OutputsInput
• Forms/Registers/checklists
• Records of previous process
• Policies
• Procedures
• Objectives
• Risks
• Time
• Finances
• Material
• Machine etc
• Intended Outcome
• Records
Controls
© MARTIN RODGERS ANANGWE
2019
8/19/2019 10:05 AM

7. Areas of Documentation
07
1. HR Planning
• Organizational Design
• Role Profiling (Job Analysis)
• Role Grading ( Job Evaluation)
• Retention Strategies
• Recruitment/Headhunting
• Interviewing
• Candidate Feedback
• Background Verification
• Offer Administration
• Onboarding
Pay Structures
Payroll Summaries
Non-Monetary Rewards
2. Recruitment and Placement 3. Reward Administration
©MARTINRODGERSANANGWE
2019
8/19/2019 10:05 AM

8. Areas of Documentation
08
3. Training and Development
• Training Program
• Training Attendance Records
• Certificates
• Training Evaluation Records
• Discipline Register
• Correction and Corrective action
records
• Pay Structures
• Payroll Summaries
• Non-Monetary Rewards
4. Discipline Management 5. Employee Separation
©MARTINRODGERSANANGWE
2019
8/19/2019 10:05 AM

9. Factors Determining Documentation Levels
Legal Requirements
Size of Organization
Company Requirements
Standards/Customers
Level of Documentation
01 02
03 04
09

10. 10
What to Avoid
Over documentation
© MARTIN RODGERS ANANGWE
2019
8/19/2019 10:05 AM

11. 02
What to Avoid
© MARTIN RODGERS ANANGWE
2019
8/19/2019 10:05 AM

12. 02©MARTINRODGERSANANGWE
2019
8/19/2019 10:05 AM

13. 04
FailedDocumentation

14. 14
ConsequencesofpoorDocumentation

15. 15
ConsequencesofpoorDocumentation

16. 16
ConsequencesofpoorDocumentation

17. 17
InformationSecurity

18. Principles of Information Security
Confidentiality
Integrity
Availability
© MARTIN RODGERS ANANGWE
2019
8/19/2019 10:05 AM

19. Information Classification
Private and Confidential
Internal / Restricted Use
Public Information
1
2
3
21

20. 19
Creating and Updating Documentation
• Identification and Description
• Format
• Review and Approval
© MARTIN RODGERS ANANGWE
2019
8/19/2019 10:05 AM
Control of Documentation
• Distribution, Access, Retrieval and Use
• Storage and Preservation
• Revision History and Version Control
• Retention and Disposition

21. 20
Secure your documented information
• Keep filing cabinets and other records storage areas locked at all times when
not in use
• Label all files, folders, and boxes
• Limit access to records to authorized persons
• Monitor visitor movement
• Regular record inspection
• Identify and Dispose Records Properly
• Master list of Documented information
• Protect electronic records using passwords
• Deleting is not destroying
• Watch out for malware
© MARTIN RODGERS ANANGWE
2019
8/19/2019 10:05 AM

22. Thank You