Managing Records for Human Resource Management

COURSE DESCRIPTION
Course Title: Course Instructor:
Introduction

Records Management for Human Resource Management

Emerson O. Bryan
CARICOM Office of Trade Negotiations, Bridgetown, Barbados

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 organizations 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

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 Library Staff

Managing Records for Human Resource Management

Module:1
Introductions to Records & Information Management
1.1TheBasics Definitionsofwhatexactlyconstitutesarecordbasedonvariousenvironmentsandasdefinedbyseveralinternationaland regionalauthorities:ISO15489,ARMA,AIIM,IRMT,aswellasselectedCaribbeanlegislation,e.g.FOIActs,EvidenceActsand otherrelevantpiecesoflegislation. 1.2TheRecordsLifeCycleConcept Introductiontothelifecycleconceptdescribingthevariousstagesthroughwhichinformationismanagedinrecordedform. 1.3Records&InformationManagementAJourney Overview of the historical background of records management from cave drawings and recorded messages left by earlier civilizations,anditstransitionfromaperceivedlowlevelclericalfunctionintoanaccepteddisciplinewithitsownsetofethics, rules,standardsandacademicsupportprogrammes.

Module:2
Introduction to Human Resource Management
2.1TheBasics Discussion on the basics of Human Resources Management as a discipline and brief coverage of some of the tenets of the field.Thisisnotmeanttobeprescriptive,butinsteadwillsetthecontextfordiscussingthefollowingsessions. 2.2RoleoftheHRFunction Illustrations of the critical role of the human resource function, as well as the relationship between the Human Resources Department/UnitandotherBusinessSupportUnits. 2.3HumanResourcesManagementLifeCycle The Human Resource LifeCycle will be discussed, to illustrate the various stages through which employee and personnel mattershavetobegoverned. 2.4TalentManagement AnewconceptinHRM,theconceptofManagingTalentwillbeexploredasabyproductofeffectiveinformationgovernance.

Module:3
Management of HR Records: Capture and Creation
3.1LegislativeRequirementsforHRRecordkeeping During this session participants will be exposedto some of the legislative and regulatory requirements for thecapture and collectionofpersonalinformationaspartoftherecruitmentandemploymentprocess. 3.2EthicsandInformation Some consideration for the ethics use of information, both personal, textual/ digital, as well as those owned by the organizationwillbediscussed. 3.3DevelopmentofTaxonomyandClassification Participants will be introduced to the various coding, classification and other descriptive methodologies existent in the RM industryasatoolforthepropermanagementofpersonnelinformation.Therewillalsobediscussionsoftheroleofmetadata asadescriptive,administrativeandstructuraltoolformanaginginformation.

Module:4
Management of HR Records: Maintenance and Use
4.1LegislativeRequirementsforHRRecordkeeping Duringthissessionparticipantswillbeexposedtosomeofthelegislativeandregulatoryrequirementsforthemaintenance and use of HR records. Some issues which will be covered during this session will be personal information access requirements,aswellasinformationmanagementprovisionsrelatedtoindustryandemploymentbenefitsprogrammes. 4.2TopographyofRMGovernanceSystems Descriptions of some of the approaches for the management of records in general and best approaches for personnel recordkeeping.

Managing Records for Human Resource Management

4.3FileTechniquesforHRRecordsManagement ThissessionwillcovertheuseofSimpleFileMonitoringSystemsforthetrackingofpersonalcorrespondenceandHRrecords aswellassomebestpracticesformanagingandeffectiveHRrecordkeepingservice.

Module:5
Management of HR Records: Retention and Disposition
5.1LegislativeRequirementsforHRRecordkeeping During this session participants will be exposed to some of the legislative and regulatory requirements for retention and dispositionofHRrecords,aswellassomeoftherequirementspertinenttoterminalbenefits. 5.2SchedulingHRRecords SomediscussiononthebestpracticeapproachtodefiningtheretentionscheduleforHRrecordsseries. 5.3RiskManagementandBusinessContinuityPlanning Riskmanagementisacriticalcomponentofstrategicplanning,andthissessionwillcoverthebestapproachesforpersonal informationsecurity,aswellasdisastermanagementandrecovery. 5.4HRRecordsDispositionandDestruction ThematterofsecuredestructionofHRrecordswillbeexplored,aswellassomebestpractices.

Module:6
Management of HR Records: Developing Issues
6.1ImpactofTechnology(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 FinancialManagementInformationSystems. 6.3EGovernment Newpublicsectormanagement,aswellasthemodernizationofgovernment,andthemanagementofpublicsectorrecordsin theInformationAgewillbediscussedwiththeparticipants. 6.3CloudComputing Anewtoolintheenterprise,wewillexaminetheprosandconsofmanagingpersonalinformationinaSaaSenvironment. 6.4SocialMedia Filingequipmentselectionforrecordkeepingwillbediscussed,aswellasdemonstrationofsimpleFileMonitoringSystemsfor thetrackingofcorrespondenceandrecordsthroughouttheorganizationwillbeundertakeninthissession.

6.5StaffRequirementsforHRRecordkeeping 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 ManagementProgramme.

Managing Records for Human Resource Management

PRACTICUM

PracticalExercise:(15minutespreparationtimegiven) Participantswillbedividedintogroupsofnomorethanten(10)persons. Eachgroupwillneedtoappointindividualstoconductthefollowingtasks: Timeallottedforthecompletionofthereportonthecasestudyis(15)minutes.Timeallottedforthepresentationofreportten(10) minutes. Tomoderatethegroupdiscussion; Toreadthecasestudyforthegroup; Towritethereporttobepresented; Topresentthereportorally.

SEMINAROVERVIEW
Day One
Introductions to Records & Information Management - The Basics - The Records Life Cycle Concept - Records & Information Management A Journey

Day Two
Management of HR Records: Maintenance and Use - Legislative Requirements for HR Recordkeeping - Topography of RM Governance Systems - File Techniques for HR Records Management

COFEE
Introduction to Human Resource Management - The Basics - Role of the HR Function - Humans Resource Management Life Cycle - Talent Management

COFEE
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
Management of HR Records: Capture and Creation - Legislative Requirements for HR Recordkeeping - Ethics and Information - Development of Taxonomy and Classification

LUNCH
Management of HR Records: Developing Issues - Impact of Technology (HRMIS/FMIS) - E-Government - Cloud Computing - Social Media - Staff Requirements for HR Recordkeeping

Managing Records for Human Resource Management PRACTICUM

COFEE Discussion

COFEE 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 40 Northey Lane Chaguanas Republic of Trinidad and Tobago Telephone: Facsimile: Email: 868 671 8173 868 672 7002 868 672 7005 info@lorsonresources.com