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, etc. There is a literal cage around it, and it's secured with a lock that 3-4 people in the entire university have a key to, and a combination lock that, again, only 3-4 people have the combination for. In addition, only myself as Archivist/Records Manager and my Records Clerk go into that area to retrieve files, which we then hand-deliver to the requester. When we receive the file back, 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!
Meaghan Buchanan, MLIS
Archivist
University College of the North
436 7th St. E
P.O. Box 3000
The Pas, MB R9A 1M7
(204)627-8166
-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On Behalf Of Jackson, Cassandra
Sent: July-07-10 11:04 AM
To: [log in to unmask]
Subject: Human Resource Records Management
Importance: High
Can anyone on the List share how you are managing Human Resource
personnel files? Specifically, what measures are you taking to seal and
secure them? Is the best practice to maintain them in sealed boxes or
is there a better way to seal and maintain them in the records center?
What level of locks are you using, if any? How are you locking down
mobile/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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