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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

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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

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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.

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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

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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

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.

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).