Employers will need to consider a number of matters when setting up and maintaining a personnel records system, including the following: -
(a) The range of records to be kept, for example, with respect to: i. Recruitment and selection; ii. Equal opportunity; iii. Training and career development; iv. Attendance; v. Discipline; vi. Labour Turnover; vii. Manpower planning; viii. Pay/tax ix. termination (b) Where the records should be kept; (c) Whether the system should be manual or computer-based; (d) The design of documents used in the system; (e) How the system should be monitored; (f) Who should have access to the personnel records, having regard to the requirements of the Data Protection Act 1998; (g) Confidentiality of personal details.
If ethnic origin is to be included in personnel records, it is important for the employees to be informed that this is being done solely for the purpose of monitoring the employer’s equal opportunity policy to see that it is being satisfactorily applied. Employers should ensure that they have in place a Equal Opportunities Policy to avoid claims of discrimination.
The use of forms rather than notes on plain paper to record the information in respect of each employee is strongly recommended.