2. ANNOTATED OUTLINE 27-2 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. Personnel Records, Audit And Research
3. 27-3 Essentials of a good record and report Personnel Records, Audit And Research Record Report 1. Simple: Record-keeping must be simple. It should, at the 1. Conformity: Reports must conform same time, meet the requirements of the organisation. to organisational objectives. 2. Accurate: Records should be error-free. 2. Unbiased: Reports must be objective They must be built around facts as far as possible. and prepared without prejudice or bias. 3. Economical: It should not cost a fortune 3. Data based: Reports must be built to maintain records. The cost of maintaining around facts. Theycmust not only records must not be high. present facts but interpret them in a meaningful manner. 4. Useful: Records must provide information which could 4. Clarity and Simplicity: The report must be put to use. They must facilitate managerial decision be clearly worded so that people could making. To this end they must be reviewed and kept use it easily. To make it simple, some up-to-date. 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 time limit.
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7. 27-7 Personnel records and reports help management in obtaining the requisite information regarding the use of human resources in various departments or divisions. Significance of Personnel Records Personnel Records, Audit And Research
8. 27-8 Significance of Personnel records Personnel Records, Audit And Research Personnel records play a significant role in performing various personnel functions including audit and research. They are specially needed to: i. supply the information required by the management and trade unions to review the effectiveness of personnel policies and practices and develop them. ii. supply the information required by various agencies on the accidents, employment position, strikes, absenteeism, turnover, etc. iii. provide the information about manpower inventory for manpower planning and succession planning. iv. conduct research in personnel and industrial relations areas. v. identify training and development needs. vi. revise pay scales and benefits from time to time.
