Management of Personnel and HR Records & Information in RIM Systems

  • Course Description
  • Objectives
  • Course Format
  • Audience

Management of Personnel and HR Records & Information in RIM Systems: Course Description

This comprehensive two-day course focuses on the concepts and methodologies for proper and compliant management of personnel and human resources records and information. Participants will learn actionable skills in order to identify and describe the types of records generated in the normal course of personnel and human resource management. Detailed focus on best-practice methodologies for the creation, maintenance and disposition of the various types of records involved in the human resources function, including the development and management of personnel policies, management of employee personnel files, personal information, employee benefit and well-being information and the management of the relation between personnel and payroll records. This course aims to help records managers and non-records staff alike understand the broad range of issues involved with managing personnel and human resources records in a legally compliant and efficient manner. All participants will receive a course workbook, resources guide and glossary of terms.

Management of Personnel and HR Records & Information in RIM Systems: Objectives

  1. Manage personnel and human resources records and information in a legally compliant manner.
  2. Develop and implement best-practice procedures for maintaining the confidentiality and security of employee personal information.
  3. Implement complaint, best-practice methods for the creation, access, retention and disposition of personnel, benefits and human resources information.
  4. Understand the relationship between information contained in the personnel file and the employee payroll database and learn how to effectively manage that relationship.
  5. Advise management and other business leaders about the importance of effective personnel records management

Management of Personnel and HR Records & Information in RIM Systems: Course Format

This two-day course is presented as a workshop presentation with learning exercises and adequate time for interactive discussion and questions. There will be a thirty minute discussion period at the end of the session in which participants and the facilitator can exchange experiences and ideas.

Topics covered in this course shall include:

  • Importance of Managing Information Effectively
    • The Information Asset
    • Benefits of Effective Management of Personnel and HR Information
    • Challenges to Managing Personnel and HR Information
  • Definitions of Records, Documents and Information
    • Definition of a Record
    • Electronic Documents
    • Electronic and Digital Data
    • Information as Content and Context
  • Overview of the Basics of The Information Life-Cycle
  • The Context of Personnel, Human Resources and Payroll Records Management
    • Framework for Management of Personnel, HR and Payroll Records
    • Defining Personally Identifiable Information (PII)
    • Policy Driven Management of Personnel and HR Records
    • Understanding the Relationship between Human Resource Management Functions and Records Management
  • Types of Personnel and HR Records
    • Human Resources Planning, Administration and Operation
    • Employee Benefit and Wellness Programs Administration
    • Employee Training and Development Program Information
    • Employee Personnel Records
    • Employee Pay and Related Records
  • Understanding the Basics of Legal Statutes and Compliance for Personnel Records
    • Protection of Individual Rights
    • Guarantee of Access
    • Compliance Requirements and Consequences
  • Information Governance of Personnel and HR Records
    • Protecting Confidentiality and Privacy
    • Maintaining security
    • Access to Personnel Information and Transparency
    • Information Integrity
    • Compliance and Risk Management Considerations
  • Managing Personnel and Human Resource Records Effectively
    • Record Creation, Intake and Classification
    • Organization of the Records
    • Managing Access and Security
    • Managing in a Mixed/Hybrid Record Environment
  • Proper Management of E-Mail and Messages with Personnel-related Content
    • Defining Electronic Messages
    • Considerations for Managing E-mail and Electronic Messages with Personnel-related Content
  • Social Media Use and the HR Records Function
    • Considerations
    • Determining a Strategy for the Organization
    • Effectively Managing Personal Content within the Organization
  • Personnel Records Management and Relationship with Payroll Records
    • Nature and Importance of the Relationship
    • Responsibility for Managing Payroll and Other Employee Pay Information
    • Effective Integration of Managing Personnel and Payroll Records
  • Retention and Disposition of Personnel and HR records
    • Legal Compliance Drivers
    • Business Requirements Drivers
    • Retention and Disposition Policy
    • Retention Schedule for Personnel and HR Records
    • File Closing, Retention and Disposition Processing of Personnel and HR Records and Information
  • Final Discussion and Summary
    • Keeping the Program Compliant, Efficient and Successful

Management of Personnel and HR Records & Information in RIM Systems: Audience

  • Human Resources & Personnel Managers
  • Employee Benefits Managers and Administrators
  • General Counsel & Corporate Attorneys
  • Information Management Professionals
  • Records Managers
  • Business Owners and Managers
  • Information Lawyers, Legal Staff, Regulatory Staff
  • HRIS Managers
  • IT/Technical Staff
  • IT Service and User Support Providers
  • User Training Staff
  • Records & HRIS Consultants
  • Corporate Legal Secretaries
  • Information Management Project Managers & Implementation Teams
  • Information Architects
  • Administrative Staff
  • Document Control Staff

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