MEANING OF PERSONNEL RECORDS
Proper record-keeping is essential for the smooth working of every organization. Record-keeping helps in meeting the useful for future reference. Personnel records are statutory requirements and it is the records that are maintained in an organisation in respect of the personnel department. There is much information related to employees of the organization that should be properly maintained in the organization. As the number of employees goes on increasing, it becomes more and more difficult for the employees and due to this personnel manager to remember all the facts of all the reasons, proper maintenance of personnel records becomes indispensable. These records include complete particulars regarding all the employees such as their Achievements, Failures, Promotions, Demotions, Transfers and Training etc.
ELEMENTS OF AN EFFECTIVE SYSTEM OF PERSONNEL RECORDS
The basic objective of a system of personnel records is to supply all the essential information and details that are required in an organization. So an effective record system is one, which may meet these requirements. The following are the elements of an effective record system:
1. The objective of maintaining personnel records should be very clear.
2. Which records be maintained, should be clear in the beginning.
3. The size of records should be within control. It should neither be too big to control nor too small. It should be balanced so that it may provide the required information.
4. These records should be maintained in the manner that required information may be available within no time. The record system cannot be effective if the required information is not available at the right time.
5. The records should be kept up-to-date all the time. If the records are incomplete, they may be misleading. All the records must be properly numbered so that these records may be easily identified. The type and the form of maintaining records should be clear and standardized. There must be uniformity in this system.
6. How many copies of a particular record are to be kept, should also be decided well in advance so that the record keeper may work accordingly.
7. Proper filing should be adopted and a suitable procedure for the classification of records should be adopted.
8. The power to destroy records, not required, should be reserved only with the Human Resources manager.
RELATED TOPIC
Characteristics of Human Resource Management
Objective of Human Resource Management
Scope of Human Resource Management
