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personnel record system


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The set of documents accumulated for each employee covering all aspects of their employment. It contains information from when the person first applied for the job, details of current position and salary, training records, appraisal forms, attendance records, any disciplinary notices, in fact anything related to the employee's terms and conditions of employment. In short, it forms a complete employment profile of the employee, and it is vital not only for developmental reasons, but also to provide documentary evidence in instances where there is a legal dispute between the employee and the organization. Increasingly, organizations are using computer-based personnel record systems, although it is usual for such organizations to maintain a separate paper-based system for original documents, such as references. All personnel record systems are subject to legal regulations, such as the UK's Data Protection Act 1998, which can give employees the right to see the information stored and restricts publication of that information to a third party without prior permission of the employee. [See data protection.]

Subjects: Human Resource Management.


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