PRESENTATION ON PERSONAL RECORDS ,AUDIT AND RESEARCH

BY :RICHA YADAV MB10B(50)

A PERSONNEL RECORDS PROVIDE INFORMATION RELATING TO THE USE OF HUMAN RESOURCES IN AN ORGANISATION .PERSONAL RECORDS PRESERVE INFORMATION IN FILES AND DOCUMENTS LIKE CARDS,PAPERS etc.

          

Personnel records include the following: Job application and test scores. Job description and job specification. Interview results Employment history Medical reports Attendance records Payroll Leave record Contract of employment Record to be kept under various status

 

The purposes of records management are outlined hereunder: To keep an orderly account of progress: Normally the purpose of writing down and perceiving documents is to facilitate the company to access its progress. To facilitate the preparation of the statement of the true condition: Information presented in the form of records enables the top management to prepare the top management to prepare the statement of the true position of the organisation. To enable the making of camparisons: Records facilitate comparison of operations and events between one period and another. To facilitate detection of errors and frauds: Records act as a tool in the hands of top management in detecting errors and frauds. Legal requirements: Some records are maintained to satisfy legal requirements and various status.

Justification: The purpose of keeping and maintaining records must be justified resulting in elimination of un necessary records. Verification: Non verifiable records , files and documents will not be useful and they provide no evidence in a court of law therefore it is important to get all recods verified. Classification: Records must be properly classified so that they are useful to the management. Without proper segmentation ,records cannot serve any effective purpose. Availability of required information: Records must be kept in such a form , type and shape so that they can furnish the required information within the shortest possible time. Reasonable cost: Records must be produced and maintained at a reasonal cost .

 

Supply the information required by the management and trade unions to review the effective ness of personnel policies and practices and develop them. Supply the information required by various agencies on the accidents,employment position,turnover etc. Provide the information about manpower ,inventory for manpower planning and succession planning. Conduct research in personnel and industrial relations areas. Identify training and development needs.

Personnel audit refers to an examination and evaluation of policies ,procedures and practices to determine the effectiveness of personnel management SEYBOLD OBJECTIVES OF PERSONNEL/HR AUDIT: The objectives of personnel audit are: To review the organisation system, human resources sub-system in order to find out the efficiency of the organisation in attracting and retaining human resource.

 

To find out the effectiveness of various personal policies and practices. To know how various units are functioning and how they have been able to implement the personal policies. To review the personal system in comparison with organisations and modify them to meet the challenges of personnel management.

size of the organisation and personnel in several organisation.  Increasing dependence of the organisation on the HR system and its effective functioning.  Changing HR management philosophy and thereby personnel policies and practices throughout the world.
 Increasing

Identifies the contributions of the HR department.  Improves the personnel image of HR department.  Encourages greater responsibility and professionalisation among members of HR department.  Classifies the HR departments duties and responsibilities.  Ensures timely compliance with legal requirements.  Stimulates uniformity of personnel policies and practices.


The process of personnel audit is carried out in following steps:  Identifying indices , indicators , statistical ratios and gross numbers in some cases.  Examining the variations in time frame in comparison with a similar previous corresponding period.  Comparing the variations of different departments during different periods.  Examining the variations of different periods and comparing them with similar units and industries in the same region.  Drawing trend lines, frequency distributions and calculating statistical correlations.  Preparing and submitting a detailed report to the top management and to the manager at appropriate levels for information and necessary action.


Personnel research is the task of searching for and analysing facts relating to the end that personnel problems may be solved or principles and laws governing their solutions derieved . It implies investigation into any aspect of personnel management in a systematic way.

measure current condition in human resource management.  To evaluate effects and results of current policies and practices.  To provide an objective basis for revising current programmes and activities.  To discover ways and means of strengthening the abilities and attitudes of employees at a high level on a continuing basis.
 To

Some of the important ones are given below:  Historical studies  Case studies  Survey method


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