The document discusses record keeping and documentation in human resource administration. It explains that records contain information about a specific subject that is preserved in various formats. Personnel records provide a historical guide about employees, information for recruiting, and comply with certain requirements. Documentation in human resources creates a written record of employee actions and incidents that can support decisions around promotion, pay, and discipline. Proper classification and storage of records and documentation is important.

1. Record and Documentation

2. Records
is information or knowledge on a specific subject and
preserved in a typed, written, or electronic format
A file is a collection of related records stored together in
paper or electronic formats.

3. Record keeping
•All information needs to be collected, classified and
properly kept in files, computer or traditional, in a way
that would make it readily available and easily retrievable
in the future.

4. Personnel records provide the following
•A guide to the action to be taken
regarding an employee, particularly by
comparing him with other employees

5. •Store of up-to-date and accurate information
about the company’s employees

6. •A guide when recruiting a new employee,.

7. •A historical record of previous action taken
regarding employees

8. •Comply with certain requirements.

9. Personnel records provide the following:
•A store of up-to-date and accurate information
about the company’s employees

10. Primary RecordValue in the Human Resource
Administrative:
This is a form or work document that has value as a record of an active
transaction or work document currently in use.

11. Legal:
This is a form or work document whose use, retention, and /or
dissemination are covered by federal or state laws and/or
regulations and university policies.

12. Audit
This is a form or work document whose primary value is aligned
with fiscal matters. It may be thought of as a fiscal version of a
legal record

13. Historical
This is a form or document that lets us understand what
the department/school/university did in the past. There
are less of these types of documents than the other value
categories

14. Level of Data Classification in the Human
Resource Records
Critical
Inappropriate handling of this data could result in criminal or civil penalties,
identity theft, personal financial loss, and/or invasion of privacy.

15. Limited access/restricted
Because of legal, ethical, or other constraints, this data
may not be accessed without specific authorization, or
only selective access may be granted.

16. University-internal
This data may be accessed by all eligible employees of the
university, without restriction, in the conduct of university
business; should be the default classification for all data.

17. Public
Few restrictions on this data, general public may be
granted access.

18. Documentation
• is a written record of an employee's actions, discussion, incidents
of performance coaching, witnessed policy violations, disciplinary action,
positive contributions, reward and recognition, investigations, failure to
accomplish requirements and goals, performance evaluation, and more

19. Documentation provides a written record that may
be necessary to support
Employee promotion,
Employee pay raises,
Disciplinary action including employment termination

20. THANK YOU
AND
GOD BLESS