Lorson Resources Limited's "Records Management Procedures for Managing Corporate Human Resources Records" 2-Day seminar course outline.

2. 1
Managing Records for Human Resource Management
COURSE DESCRIPTION
Course Title: Records Management for Human Resource
Management
Course
Instructor:
Emerson O. Bryan
Senior Consultant, Lorson Resources Limited, Trinidad & Tobago
Introduction
All organizations are reliant on human action, and therefore personnel are
engaged to undertake various tasks and functions to achieve the business
objective. People are also among an organization’s most import, and usually most
expensive and critical assets, and as such usually deployed to maximum
advantage. The proper and efficient management of these human
assets/resources will to a great extent be dependent on maintaining accurate,
complete, trustworthy and useable records.
This seminar will impart the essential steps towards an effective and efficient
recordkeeping community of practice for the management of information specific
to a human resource management environment.
Course Objectives
Upon completion of this seminar, participants will be equipped with the necessary
knowledge to develop, implement and sustain a basic records management
system within a human resource management environment, based on industry
standard and practices.
Course Format
This course is instructor-led, and will include a combination of presentations and
interactive exercises to demonstrate the theoretical principles, methodologies and
practical administration of effective recordkeeping.
Course Topics
Topics shall include:
1.0 Introduction to Records Management (RM)
1.1 The Basics
1.2 The Records Life Cycle Concept
1.3 Records & Information Management – A Journey

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Managing Records for Human Resource Management
2.0 Introduction to Human Resource Management (HRM)
2.1 The Basics
2.2 Role of the HR Function
2.3 Human Resource Management Lifecycle
2.4 Talent Management
3.0 Management of HR Records: Capture and Creation
3.1 Legislative Requirements for HR Recordkeeping
3.2 Development of Taxonomy and Classification
3.3 Ethics and Information
4.0 Management of HR Records: Maintenance and Use
4.1 Legislative Requirements for HR Recordkeeping
4.2 Topography of RM Governance Systems
4.3 File Techniques for HR Records Management
5.0 Management of HR Records: Retention and Disposition
5.1 Legislative Requirements for HR Recordkeeping
5.2 Scheduling HR Records
5.3 Risk Management and Business Continuity Planning
5.4 Secure Disposition and Destruction of HR Records
6.0 Management of HR Records: Developing Issues
6.1 Impact of Technology (HRMIS/FMIS)
6.2 E-Government
6.3 Cloud Computing
6.4 Social Media
6.5 Staff Requirements for HR Recordkeeping
PRACTICUM
Audience
• Information Management Professionals
• Human Resource Professionals and Practitioners
• Chief Information Officers
• Legal Staff, Regulatory Staff
• Finance Officers/Technicians
• IT/Technical Staff
• Records Managers and Document Control Staff
• Business Managers
• IT Service Providers
• Consultants & Legal Advisors
• Information Lawyers
• Corporate Legal Secretaries
• Data Protection Officers
• Implementation Teams
• Information Architects, Archivists
• Administrative Staff

4. 3
Managing Records for Human Resource Management
• Library Staff
Module: 1 Introductions to Records & Information Management
1.1The Basics
Definitions of what exactly constitutes a record based on various environments and as defined by several international and
regional authorities: ISO 15489, ARMA, AIIM, IRMT, as well as selected Caribbean legislation, e.g. FOI Acts, Evidence Acts and
other relevant pieces of legislation.
1.2 The Records Life Cycle Concept
Introduction to the lifecycle concept describing the various stages through which information is managed in recorded form.
1.3 Records & Information Management – A Journey
Overview of the historical background of records management from cave drawings and recorded messages left by earlier
civilizations, and its transition from a perceived low-level clerical function into an accepted discipline with its own set of ethics,
rules, standards and academic support programmes.
Module: 2 Introduction to Human Resource Management
2.1 The Basics
Discussion on the basics of Human Resources Management as a discipline and brief coverage of some of the tenets of the field.
This is not meant to be prescriptive, but instead will set the context for discussing the following sessions.
2.2 Role of the HR Function
Illustrations of the critical role of the human resource function, as well as the relationship between the Human Resources
Department/Unit and other Business Support Units.
2.3 Human Resources Management Life Cycle
The Human Resource Life-Cycle will be discussed, to illustrate the various stages through which employee and personnel matters
have to be governed.
2.4 Talent Management
A new concept in HRM, the concept of Managing Talent will be explored as a by product of effective information governance.
Module: 3 Management of HR Records: Capture and Creation
3.1 Legislative Requirements for HR Recordkeeping
During this session participants will be exposed to some of the legislative and regulatory requirements for the capture and
collection of personal information as part of the recruitment and employment process.
3.2 Ethics and Information
Some consideration for the ethics use of information, both personal, textual/ digital, as well as those owned by the organization
will be discussed.
3.3 Development of Taxonomy and Classification
Participants will be introduced to the various coding, classification and other descriptive methodologies existent in the RM
industry as a tool for the proper management of personnel information. There will also be discussions of the role of metadata
as a descriptive, administrative and structural tool for managing information.
Module: 4 Management of HR Records: Maintenance and Use
4.1 Legislative Requirements for HR Recordkeeping
During this session participants will be exposed to some of the legislative and regulatory requirements for the maintenance and
use of HR records. Some issues which will be covered during this session will be personal information access requirements, as
well as information management provisions related to industry and employment benefits programmes.
4.2 Topography of RM Governance Systems

5. 4
Managing Records for Human Resource Management
Descriptions of some of the approaches for the management of records in general and best approaches for personnel
recordkeeping.
4.3 File Techniques for HR Records Management
This session will cover the use of Simple File Monitoring Systems for the tracking of personal correspondence and HR records
as well as some best practices for managing and effective HR recordkeeping service.
Module: 5 Management of HR Records: Retention and Disposition
5.1 Legislative Requirements for HR Recordkeeping
During this session participants will be exposed to some of the legislative and regulatory requirements for retention and
disposition of HR records, as well as some of the requirements pertinent to terminal benefits.
5.2 Scheduling HR Records
Some discussion on the best practice approach to defining the retention schedule for HR records series.
5.3 Risk Management and Business Continuity Planning
Risk management is a critical component of strategic planning, and this session will cover the best approaches for personal
information security, as well as disaster management and recovery.
5.4 HR Records Disposition and Destruction
The matter of secure destruction of HR records will be explored, as well as some best practices.
Module: 6 Management of HR Records: Developing Issues
6.1 Impact of Technology (HRMIS/FMIS)
This session will be focussed on the new operating environment, especially as it related to the public sector, and the discussion
will be on electronic personnel records and electronic recordkeeping platforms such as Human Resource Management
Information Systems (HRMIS), as well as electronic platform for financial and payroll management such as Financial
Management Information Systems.
6.3 E-Government
New public sector management, as well as the modernization of government, and the management of public sector records in
the Information Age will be discussed with the participants.
6.3 Cloud Computing
A new tool in the enterprise, we will examine the pros and cons of managing personal information in a SaaS environment.
6.4 Social Media
Filing equipment selection for recordkeeping will be discussed, as well as demonstration of simple File Monitoring Systems for
the tracking of correspondence and records throughout the organization will be undertaken in this session.
6.5 Staff Requirements for HR Recordkeeping
Some core competence required for the effective management of HR records will be examined as well as how these
competences along with the Generally Accepted Recordkeeping Principles (GARP) could improve the HR Records Management
Programme.

6. 5
Managing Records for Human Resource Management
PRACTICUM
Practical Exercise: (15 minutes preparation time given)
Participants will be divided into groups of no more than ten (10) persons.
Each group will need to appoint individuals to conduct the following tasks:
- To moderate the group discussion;
- To read the case study for the group;
- To write the report to be presented;
- To present the report orally.
Time allotted for the completion of the report on the case study is (15) minutes. Time allotted for the presentation of report ten (10)
minutes.
SEMINAR OVERVIEW
Day One Day Two
Introductions to Records &
Information Management
- The Basics
- The Records Life Cycle Concept
- Records & Information
Management – A Journey
Management of HR Records:
Maintenance and Use
- Legislative Requirements for HR
Recordkeeping
- Topography of RM Governance
Systems
- File Techniques for HR Records
Management
COFEE COFEE
Introduction to Human Resource
Management
- The Basics
- Role of the HR Function
- Humans Resource Management
Life Cycle
- Talent Management
Management of HR Records:
Retention and Disposition
- Legislative Requirements for HR
Recordkeeping
- Scheduling HR Records
- Risk Management and Business
Continuity Planning
- HR Records Disposition and
Destruction
LUNCH LUNCH
Management of HR Records:
Capture and Creation
- Legislative Requirements for HR
Recordkeeping
- Ethics and Information
- Development of Taxonomy and
Classification
Management of HR Records:
Developing Issues
- Impact of Technology
(HRMIS/FMIS)
- E-Government
- Cloud Computing
- Social Media
- Staff Requirements for HR
Recordkeeping

7. 6
Managing Records for Human Resource Management
PRACTICUM
COFEE COFEE
Discussion Review and Wrap Up
For more information on this and any other workshop or training, please Contact
Lorson Resources Limited (LRL)
P. O. Box 2235
119 Penco Street
Chaguanas
Republic of Trinidad and Tobago
Telephone: 868 671 8173
868 672 7002
Facsimile: 868 672 7005
Email: info@lorsonresources.com

8. Instructor Profile
Emerson O. Bryan is the Senior Consultant/ Training Instructor at Lorson
Resources Limited.
He graduated from the Robert Gordon University with a Master of Science in
Information Management, and also additionally possesses post-graduate
certificates in Museum Management from the University of the West Indies
Open Campus, as well as Recordkeeping from the University of Dundee in the
United Kingdom.
A 2014 Professional Fellow of the Africa Institute for Information Management
(IIM) in Lagos, Nigeria, Emerson is also a member of several professional
organizations such as: The Association of Commonwealth Archivists & Records Managers (ACARM), ARMA
International, AIIM International, the Barbados Association for Records & Information Management
(BARIM), the Caribbean branch of the ICA (CARBICA), and the Information & Records Management Society
(IRMS) in the United Kingdom.
Emerson has also consulted with several international and regional organizations such as: The University
of the West Indies, the African, Caribbean & Pacific (ACP) Secretariat, the United Nations (UNESDA and
UNISDR), the Caribbean Community (CARICOM) Secretariat, the Secretariat of the Organization of Eastern
Caribbean States (OECS), and the Eastern Caribbean Telecommunications Authority (ECTEL). He was also
a member of the Jamaica Defence Force (JDF) Coast Guard (National Reserves) for a number of years.
PUBLICATIONS & SEMINARS:
ARTICLES:
Bryan, E., “The Proposed Access to Information Legislation.” Caribbean Journal of Public Sector Management. 3:1,
(2002): 16-29. ISSN 0799-0847
Bryan, E., “The Possible Future of the Records and Information Management Profession.” LIAJA Journal 2003/2004.
(2004): 35-39. ISSN 0799-1207
Bryan, E., “The Proposed Access to Information Legislation – Part 1” ACARM Newsletter. 31(2002): 16-19. ISSN 0258-
2163
Bryan, E., “The Proposed Access to Information Legislation – Part 2” ACARM Newsletter. 32 (2002): 17-21. ISSN 0258-
2163
Bryan, E., “The Possible Future of the Records and Information Management Profession – The view from within the
Jamaican Public Service.” ACARM Newsletter. 33 (2003): 10-17. ISSN 0258-2163
Bryan, E., “An Analysis of Content and Information as Drivers for Electronic Government” ACARM Newsletter 40
(2007): 6-9. ISSN 0258-2163
Bryan, E., “Governance: Information Management Matters”, Nation Newspaper [Barbados] 9 April 2008: 38A.
Bryan, E., “Information Security Management: Protecting your Assets” ACARM Newsletter 43 (2008): 13-15. ISSN
0258-2163
Bryan, E., “Governance & Records Management”, Challenge to Change, [Barbados] 6-7, 11:3 & 12:1 (2009): 6-7 &
20.

9. Bryan, E. “It’s the information stupid!” ACARM Newsletter 47 (2009): 15-16. ISSN 0258-2163
Bryan, E.,“RIM and Cloud computing – A new frontier”, Nation Newspaper [Barbados] 25 April 2011: 28.
Bryan, E., “A Community for All: Looking at our Common Caribbean Information Heritage” ACARM Newsletter. 53
(2015): 3-5. ISSN 0258-2163
MONOGRAPH:
Bryan, E. First Steps towards Good Recordkeeping - A Caribbean Manual, 2017. (forthcoming).