It was actually done before I started here. The impression I've gotten is that that area used to just be locked, with a much wider distribution of keys. Then some problems began to happen--files misfiled, not being returned, RM staff not being notified about removal of files, etc. So the person in this position before me got annoyed enough that she managed to get the lock rekeyed and then she bought the combination lock to make it even more secure.
Besides that, HR doesn't request files often. Most of the requests we get are from the Registrar's office, for transcript requests or students returning to school. HR will usually only ask for a file if a former employee is being re-hired. They keep the active employees files in their offices.
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Sandy Jackson
Sent: July-07-10 12:49 PM
To: [log in to unmask]
Subject: Re: Human Resource Records Management
Thank you, Meaghan! If they existed, what did you do to convince your H.R. managers to allow your records staff access to the files, as oppsed them maintaining the sole key or moving the records to an H.R.- Exclusive location?
-----Original Message-----
From: Buchanan, Meaghan <[log in to unmask]>
To: RECMGMT-L <[log in to unmask]>
Sent: Wed, Jul 7, 2010 12:19 pm
Subject: Re: Human Resource Records Management
We keep all of the HR files that have made it to the records center in the
secured stores" area, along with our student files, governing council files,
tc. There is a literal cage around it, and it's secured with a lock that 3-4
eople in the entire university have a key to, and a combination lock that,
gain, only 3-4 people have the combination for. In addition, only myself as
rchivist/Records Manager and my Records Clerk go into that area to retrieve
iles, which we then hand-deliver to the requester. When we receive the file
ack, we take it back to its' proper box. Movement of files in and out of the
cage' are tracked, at least for now, on a spreadsheet.
Hope this helps!
eaghan Buchanan, MLIS
rchivist
niversity College of the North
36 7th St. E
.O. Box 3000
he Pas, MB R9A 1M7
204)627-8166
-----Original Message-----
rom: Records Management Program [mailto:[log in to unmask]] On Behalf Of
ackson, Cassandra
ent: July-07-10 11:04 AM
o: [log in to unmask]
ubject: Human Resource Records Management
mportance: High
Can anyone on the List share how you are managing Human Resource
ersonnel files? Specifically, what measures are you taking to seal and
ecure them? Is the best practice to maintain them in sealed boxes or
s there a better way to seal and maintain them in the records center?
hat level of locks are you using, if any? How are you locking down
obile/rolling carriage (if applicable)?
Any help you can provide is appreciated.
~Sandy
============================
Sandy L. Jackson
Senior Records Specialist
Records & Information Management
MEAG Power
1470 Riveredge Parkway NW
Atlanta GA 30328
770-661-2797
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