Although we consider the personnel record vital, we consider the
following more vital than other contents:
- emergency contact info
- Time Served (in our case it is HR's copy of payroll authorizations)
for pension/retirement issues)
- benefit beneficiary (if someone dies in the disaster we need to know
who receives what - some of this info can be found with the benefit
provider)
- pension records (to check claims of employees and beneficiaries)
- medical records (kept in separate folder) (needed for potential
litigation resulting from the disaster)
- disciplinary action (disaster does not get you three more strikes)
- performance review (to respect the employees record of contribution to
the company and to inform future promotions, raises, and other rewards.
A disaster shouldn't erase the record)
A recent review of our personnel files revealed that much of the data we
kept is really held by our business partners - 401k provider, insurers,
etc. Our company served as a convenient "middleman and resource library"
for these venders. Thanks to the web our company is now an unnecessary
holder of info that our employees can now get directly form the provider
via the web. This was an evolutionary process as it took a rather
significant review to reveal that many of the "records" were simply
reference copies of insurance or 401k documents that were kept on-site
for the benefit of the employees.
Chuck Piotrowski
CVPS
www.cvps.com
This computer runs on Cow Power!
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Ghyslain Sabourin
Sent: Wednesday, June 07, 2006 3:36 PM
To: [log in to unmask]
Subject: [RM] BCP & HR
We are in the midst of creating a Business Continuity Plan and we are
analyzing vital documents held by various parts of the organization that
would be necessary in case of a disruption in business, either through
inaccessibility or through damage.
We have already performed an inventory of our Legal and Finance areas,
but other areas need to be done. Our problem now is that due to a
deadline we have to face, we cannot perform all the inventories
necessary for a complete and proper assessment of our vital documents.
Since we are a broadcasting company, many of our work processes are
rather unique and I don't expect there are many broadcasters/TV
production people on this listserve.
However, I think y'all can help in one area we all hold in common: HR.
They haven't allowed us into their sanctum to do an inventory. But I
suspect that one HR dept. is pretty much like any other. Is there anyone
out there in the Canadian context that can help out with their
assessment of which types of documents in an HR dept. is deemed vital
for business continuity in windows of 24 hours, 72 hours, 1 month and 3
months? They claim, in our case, that they have no vital documents
whatsoever: everything is in HRIS. This may be true, but with your help
in determining what kinds of documents HR depts. usually deal with, we
can ask further questions as to whether they indeed have no vital
documents that require special treatment.
Any takers?
Ghyslain Sabourin
Director, Records Management
Alliance Atlantis Communications Inc.
[log in to unmask]
This e-mail and any attachment is confidential and may be privileged.
Any unauthorized use, disclosure, dissemination or copying of this email
is strictly prohibited. If you receive it in error, please advise
immediately by return e-mail and delete it. Thank you.
Ce courriel et tout annexe sont confidentiels et peut-etre privilegies.
Toute utilisation, divulgation, diffusion ou copie non autorisee de ce
courriel est strictement interdite. Si vous le recevez par erreur,
veuillez nous en aviser immediatement par retour de courriel et effacer
le message. Merci.
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
Contact [log in to unmask] for assistance
|
