Employees record management, Personnel record management, employee report

1. z
Employee
Record
Management
Dr. Anita Rathod
Dr.
Anita
Rathod,
ICCS,
Pune

2. z
Dr.
Anita
Rathod,
ICCS,
Pune
Content: Meaning,
Definition,
Essentials of a Good Record
Principles of Record Keeping
Significance of Employee
records,
Types of Employee records.

3. z
Dr.
Anita
Rathod,
ICCS,
Pune
INTRODUCTION
Records management is the planned control of
records. It includes decision making regarding
the retention, transfer, microfilming and
destruction of records. Personnel records and
reports enable managers to obtain requisite
information regarding the use of human
resources in various departments or divisions.

4. z
Essentials of a good record
1. Simple: Record-keeping must be simple. It should,
at the same time, meet the requirements of the
organization.
2. Accurate: Records should be error-free. They must
be built around facts as far as possible.
3. Economical: It should not cost a fortune to maintain
records. The cost of maintaining records must not
be high.
4. Useful: Records must provide information which
could be put to use. They must facilitate managerial
decision making
5. Time: To this end they must be reviewed and kept
up-to-date.
Dr.
Anita
Rathod,
ICCS,
Pune

5. z
Essentials
of a good
report
Dr.
Anita
Rathod,
ICCS,
Pune
1. Conformity: Reports must conform to
organizational objectives.
2. Unbiased: Reports must be objective and
prepared without prejudice or bias
3. Data based: Reports must be built around
facts. They must not only present facts but
interpret them in a meaningful manner.
4. Clarity and Simplicity: The report must be
clearly worded so that people could use it
easily. To make it simple, some illustrative
points could also be used.
5. Timely: Reports must be submitted
keeping the time limits in mind. They very
purpose of preparing a report gets
defeated once it exceeds the limit.

6. z
27-4
The purposes of records management may be listed thus
Records Management
To keep an orderly account
of progress
To facilitate the preparation
of the statement of the true
conditions To enable the
making of comparisons
To facilitate the detection of
errors and frauds To meet
legal requirements
To serve other
miscellaneous purposes
Dr.
Anita
Rathod,
ICCS,
Pune

7. z
Fundamental principles of record
Dr.
Anita
Rathod,
ICCS,
Pune
For effective records management, record keeping must
JUSTIFICATION VERIFICATION CLASSIFICATION AVAILABILITY OF
REQUIRED
INFORMATION
REASONABLE
COST

8. z Significance of Personnel records
Dr.
Anita
Rathod,
ICCS,
Pune
Personnel records play a significant role in performing various personnel
functions including audit and research. They are specially needed to:
 supply the information required by the management and trade
unions to review the effectiveness of personnel policies and
practices and develop them
 supply the information required by various agencies on the
accidents, employment position, strikes, absenteeism, turnover, etc.
 provide the information about manpower inventory for manpower
planning and succession planning.
 conduct research in personnel and industrial relations areas.
 identify training and development needs.
 revise pay scales and benefits from time to time.

9. z
Types of Personnel Records
Dr.
Anita
Rathod,
ICCS,
Pune
 Job application and test scores
 Job descriptions and job specifications interview results
 Employment history medical reports
 Attendance records payroll
 Employee ratings training records
leave records
 Accident and sickness records grievances,
disputes records contracts of employment
 Records to be kept under various statutes