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.
TYPES OF PERSONNEL RECORDS
Personnel records are the records maintained in an organization in respect of employees. These records may relate to the following :
1. Job Description:
Job descriptions are summaries of abilities and capabilities required for the performance of a particular job. These are essential for job evaluation. Records in relation to job descriptions may be maintained either job-wise or department-wise.
2. Records of Recruitment and Selection:
A complete record of the process of selection of employees should be maintained. Applications received from the employees, their scores in the psychological test and interview etc. should be properly maintained. Such information is essential for future reference.
3. Evaluation of Training Records:
Proper records relating to the evaluation of training of employees should also be maintained. Such information is essential for the evaluation of the employees and for determining the needs for training.
4. Records of Industrial Disputes:
Proper records of all industrial disputes should be maintained in the organization. If a particular employee has played a special role in the settlement of any dispute, it should be recorded in his personal file. All the decisions and terms of settlement of disputes should also be recorded.
5. Wage and Salary Administration:
Personnel records relating to wage and salary and administration are the most important records that should be maintained in an organization. These records include the record of the work done by an employee in a particular time, leave taken by him, rate and grade of wage and salary payable to him, overtime, bonus etc. These records are important for all organizations, the employees, trade unions, chambers of commerce and industry and the government etc.
6. Records of Working Conditions:
These records relate to the working conditions provided by an organization to its employees. These working conditions may relate to the steps taken to provide safety, security and welfare of the employees.
RELATED TOPIC
Characteristics of Human Resource Management
Objective of Human Resource Management
Scope of Human Resource Management
