Thanks Fred for your input. The folks I speak with, however, tell me that best practices are to avoid at all costs creating duplicate or shadow files. There is a risk that multiple files may contain inconsistent information and that causes problems if litigation results. Even worse, sometimes well intentioned managers who control remote files may insert information into a shadow file that creates problems. For example, a manager may insert an email into a duplicate file that documents poor performance but may provide a basis for a claim that the employee was unfairly treated or targeted because other files didn't contain any emails. Last, travelling or duplicate files create havoc with retention and disposition policies as Carolyn correctly pointed out.
Solutions do exist that allow personnel files to be securely shared without the risks or problems duplicate files create. In addition, those same solutions avoid the need to create new files upon an employee's transfer, allow permission-based access and ensure retention policies are enforced.
Hope this helps,
David Quinney
312-508-4696
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Frederic Grevin
Sent: Tuesday, March 4, 2014 3:31 PM
To: [log in to unmask]
Subject: Re: Transferring Personnel Files Between Business Units
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
------------------------------------------------------------------------------------
Frederic J. Grevin
Vice-President, Records Management
New York City Economic Development Corporation www.nycedc.com [log in to unmask]
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
[log in to unmask]
212-275-2410
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