Hi Carolyn,
The City of New York once had the same problem (it still does, for employees who have been around long enough).
The initial solution was to determine which core records needed to move with the employee. This sub-set of core records became part of the "traveling personnel file", which moved with each employee from one agency to another (the "agency" being the equivalent to your business unit). The agency from which the employee departed made a photocopy of any records they felt should be retained in-house (most of these records were on paper).
The later solution was to build a centralised database (NYCAPS) which collected and administered the same core information, and which is accessible to all HR managers City-wide.
Hope this helps,
Fred
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Frederic J. Grevin
Vice-President, Records Management
New York City Economic Development Corporation
www.nycedc.com
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212-312-3903 (w)
212-618-5722 (f)
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Mariani, Carolyn
Sent: Tuesday, March 04, 2014 3:25 PM
To: [log in to unmask]
Subject: Transferring Personnel Files Between Business Units
We are re-visiting our policy for handling the personnel files of employees who move from one business unit to a new position in another business unit, including corporate headquarters. Currently each business must start a new file from scratch, since the employee's personnel file is not transferred with her/him, and no copies are to be made and forwarded to the new location. You can envision the problems this causes, as the new business will request copies (time, money, irritation) and the former location must decide how to manage the retention period, which is based on when the employee leaves the company (definitely an irritation).
Does anyone have a standard practice (electronic tracking device ?) that helps manage this practice? I'm happy to receive a message by phone or email.
Regards,
Carolyn Mariani
Director, Records Management
Warner Music Group
75 Rockefeller Plaza
New York, NY 10019
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212-275-2410
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