Staff Records: Meaning, Importance And Types

Table Of Contents

  • Meaning Of Staff Records
  • Importance Of Personnel Record
  • Types Of Staff Records

Meaning Of Staff Records

Staff records refer to the collection of related data about employees of an organization. The importance of staff records is that, it makes available necessary facts and figures for the efficient management decision making on staff matters in order to preserve impariality and consistency.

Staff records include personal document, birth certificate, school certificates, curriculum vitae, application letter, interview letter, appointment letter, acceptance letter, queries, promotion letter, transfer letter, and other personal letters.

The Importance Of Personnel Record

Personnel record serves the following purposes:

1. Staff Promotion: Decisions on staff promotion are usually made after reference to personnel file records.

2. Salary/Wage Increases: are often based on the information contained in personnel file records.

3. Testimonial: When drafting testimonials at the request of prospective employees, for the purpose of entry to institution of learning, or at the request of prospective employers, the personnel records are the obvious source of information.

4. Disciplinary Action: When taking decisions on disciplinary action against an employee, reference may be to his personnel file record. The contents may, in fact, prove to be a deciding factor. For instance a staff that had repeatedly been warned or queried in the past may stand a chance of more severe punishment.

5. Transfers: Decision to refuse or accede to transfer requests by staff are often made after reference to the employee’s personnel file record.

6. Training: The admission of personnel to training courses may be determined in the last resort by reference to the file record of the employees being consideration.

It would be determined whether the staff had benefited from such training in the past or whether the staff had benefited from such training in the past or whether he deserves the training.

7. Statistics: Concerning the number of employees, recruitment, staff turnover etc., are usually based upon group personnel records.

8. Retirement: Retirement is disengagement from service either due to old age, completion of duration of service allowed or it could be voluntary.

Whatever is the basis of retirement, staff records are usually consulted to yield the required information that will enable the retirement of staff to be processed.

Types Of Staff Records

1. Cardi Index

The personnel record cards are kept in steel or wooden drawers or cabinets in alphabetical or numerical order. (if kept in numerical order, a seperate alphabetical index must also be maintained).

2. File Folder

Large manila folders or envelopes may be used to hold personnel record cards and any other documents relating to an employee.

The folders are filed wither in alphabetical order or in order of pay-roll number. Each folder must be clearly identified by the name and/or pay roll number of the employee. The folders may be suspended in the drawer of a vertical filing cabinet or stored in a lateral filing cabinet.

3. Envelopes

Envelopes are sometimes used in place of folder. There are stout manila envelopes of stock size, each of them having basic data relating to the employee printed on its face. The method used for manila folder may also be used for the filing of these envelopes.

4. Punched Cards

Firms having punched-card equipment may use punched-cards to record personnel particulars. These cards may subsequently be used as input for a computer.

5. Computer Back Up

Computer based systems, automatic storage of information and high speed laser printer can turn out more than 100,000 words per minute of data pertaining to staff records.

Electric filing systems enable staff records to be retrieved speedily. A laser optical videodisk can store 10,000 pages of information with almost instantaneous access to any page.

6. Magnetic Storage

Indexing of staff record files can be done by computer and stored on tapes and discs. This ensures high speed approach to retrieval of staff records and can be used with other searching techniques.

7. Photographic Systems

These use microfilm in roll form, microfiche or aperture cards like magnetic storage media. Photographic devices can be used in combination with other systems.