1. 2 date of survey - 7/25/02 response rate: 25% (112 out of 450) sample good cross section of...
Post on 19-Dec-2015
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1
2
Date of survey - 7/25/02
Response Rate:
•25% (112 out of 450)
Sample
•Good cross section of titles and departments.
•Wide variety of tenure and area of expertise.
Summary of findings:
• Respondents feel that the information contained in personnel files is vitally important.
• Departments are maintaining staff personnel files instead of forwarding information to Human Resources.
• Departments are confident with their ability to maintain the personnel files.
• Departments feel that personnel files should continue to be maintained within the departments.
•Respondents identified the need for training in the areas of: what belongs in a file, guidelines on retention and guidelines on access to files.
3
Does your department maintain personnel files for your staff employees?
96%
2% 2%0%
20%
40%
60%
80%
100%
Yes No Blank
Answers
Rat
e of
Res
pons
eWhere does your department keep your staff
personnel files?
82%
5% 8% 1% 4%0%
10%20%30%40%50%60%70%80%90%
100%
Answers
Ra
te o
f R
esp
on
se
How would you rate your level of knowledge of
what does and does not belong in a personnel file?
22%
56%
16%1% 5%
0%20%40%60%80%
100%
Answers
Ra
te o
f R
esp
on
se
Overall, how would you rate your department's
handling of staff personnel files?
29%
58%
7% 1% 5%0%
20%
40%
60%
80%
100%
Answers
Ra
te o
f R
esp
on
se
4
When hiring a UCI employee from another department, do you request to view their personnel
file before making a hiring decision?
16%30%
47%
7%
0%10%20%30%40%50%60%70%80%90%
100%
YES NO WASN'TAWARETHAT ICOULD
REQUEST
BLANK
Answers
Ra
te o
f R
esp
on
se
Do you request that an employee's personnel file be transferred to your department after they have been
hired?
22%
39%33%
6%
0%10%20%30%40%50%60%70%80%90%
100%
YES NO WASN'TAWARETHAT ICOULD
REQUEST
BLANK
Answers
Ra
te o
f R
esp
on
se
The relative importance of accessibility (Who has access to the personnel
files?)
78%
16%0% 0% 6%
0%20%40%60%80%
100%
Answers
Ra
te o
f R
esp
on
se
The relative importance of privacy (How and what documents are filed in the
employee personnel file?)
75%
19%0% 0% 6%
0%20%40%60%80%
100%
Answers
Ra
te o
f R
esp
on
se
5
The relative importance of security (Where are the personnel files kept?)
78%
15%1% 0% 6%
0%10%20%30%40%50%60%70%80%90%
100%
Answers
Ra
te o
f R
esp
on
se
The relative importance of policy/procedure compliance (retention
schedule, office of record, etc.)
57%
29%
7%1%
6%
0%10%20%30%40%50%60%70%80%90%
100%
VE
RY
IMP
OR
TA
NT
IMP
OR
TA
NT
SO
ME
WH
AT
IMP
OR
TA
NT
NO
T
IMP
OR
TA
NT
BL
AN
K
Answers
Ra
te o
f R
esp
on
se
The relative importance of accuracy (Are the documents in the file current and with
appropriate signatures?)
68%
20%5% 0% 7%
0%20%40%60%80%
100%
Answers
Ra
te o
f R
esp
on
se
The relative importance of completeness of file (All appropriate employee
documentation contained in the file?)
66%
25%
2% 0%7%
0%10%20%30%40%50%60%70%80%90%
100%
VE
RY
IMP
OR
TA
NT
IMP
OR
TA
NT
SO
ME
WH
AT
IMP
OR
TA
NT
NO
T
IMP
OR
TA
NT
BL
AN
K
Answers
Ra
te o
f R
esp
on
se
6
The best system for maintaining accessibility to staff personnel files (Who
has access to the personnel files?)
87%
7% 6%
0%10%20%30%40%50%60%70%80%90%
100%
LO
CA
L C
ON
TR
OL
AT
DE
PA
RT
ME
NT
LE
VE
L
CO
MP
LE
TE
IN
CE
NT
RA
LIZ
AT
ION
AT
CA
MP
US
HU
MA
N
RE
SO
UR
CE
S
MO
RE
CE
NT
RA
LIZ
ED
CO
NT
RO
L A
T
TH
E D
EA
N/
CO
OR
DIN
AT
ING
PO
INT
LE
VE
L
Answers
Ra
te o
f R
esp
on
se
The relative importance of legal compliance (subpoenas, audit, etc).
70%
20%
3% 0%7%
0%10%20%30%40%50%60%70%80%90%
100%
VE
RY
IMP
OR
TA
NT
IMP
OR
TA
NT
SO
ME
WH
AT
IMP
OR
TA
NT
NO
T
IMP
OR
TA
NT
BL
AN
K
Answers
Ra
te o
f R
esp
on
se
The best system for maintaining privacy of staff personnel files (How and what documents are filed in the employee
personnel file?)
75%
14% 11%
0%10%20%30%40%50%60%70%80%90%
100%
LO
CA
L C
ON
TR
OL
AT
DE
PA
RT
ME
NT
LE
VE
L
CO
MP
LE
TE
IN
CE
NT
RA
LIZ
AT
ION
AT
CA
MP
US
HU
MA
N
RE
SO
UR
CE
S
MO
RE
CE
NT
RA
LIZ
ED
CO
NT
RO
L A
T T
HE
DE
AN
/
CO
OR
DIN
AT
ING
PO
INT
LE
VE
L
Answers
Ra
te o
f R
esp
on
se
The best system for maintaining security of staff personnel files (Where are the
personnel files kept?)
77%
15%8%
0%10%20%30%40%50%60%70%80%90%
100%
LO
CA
L C
ON
TR
OL
AT
DE
PA
RT
ME
NT
LE
VE
L
CO
MP
LE
TE
IN
CE
NT
RA
LIZ
AT
ION
AT
CA
MP
US
HU
MA
N
RE
SO
UR
CE
S
MO
RE
CE
NT
RA
LIZ
ED
CO
NT
RO
L A
T T
HE
DE
AN
/
CO
OR
DIN
AT
ING
PO
INT
LE
VE
L
Answers
Ra
te o
f R
esp
on
se
7
The best system for maintaining accuracy in staff personnel files (Are the documents in
the file current and with appropriate signatures?)
77%
11% 12%
0%20%40%60%80%
100%
Answers
Ra
te o
f R
esp
on
se
The best system for maintaining policy/procedure compliance of staff
personnel files (Retention Schedule, Office of Record, etc.)
61%
25%14%
0%20%40%60%80%
100%
Answers
Ra
te o
f R
esp
on
se
The best system for maintaining the completeness of file (Are all appropriate
employee documentation contained in the file?)
74%
14% 12%
0%10%20%30%40%50%60%70%80%90%
100%
LO
CA
L C
ON
TR
OL
AT
DE
PA
RT
ME
NT
LE
VE
L
CO
MP
LE
TE
IN
CE
NT
RA
LIZ
AT
ION
AT
CA
MP
US
HU
MA
N
RE
SO
UR
CE
S
MO
RE
CE
NT
RA
LIZ
ED
CO
NT
RO
L A
T T
HE
DE
AN
/
CO
OR
DIN
AT
ING
PO
INT
LE
VE
L
Answers
Rate
of
Response
The best system for maintaining legal compliance in staff personnel files(Subpoenas,
Audit, etc).
50%
36%
14%
0%10%20%30%40%50%60%70%80%90%
100%
LOCAL CONTROL ATDEPARTMENT LEVEL
COMPLETE INCENTRALIZATION AT
CAMPUS HUMANRESOURCES
MORE CENTRALIZEDCONTROL AT THE DEAN/
COORDINATING POINTLEVEL
Answers
Ra
te o
f R
esp
on
se
8
If you selected campus Human Resources in any of the above,
would your department continue to maintain duplicate staff personnel
files?
68%
26%
4%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
YES NO BLANK
Answers
Ra
te
o
f R
esp
on
se
How well is accessibility being addressed in the system your department currently uses (Who has access to the personnel
files?)
66%
22%0% 0% 8%
0%20%40%60%80%
100%
Answers
Ra
te o
f R
esp
on
se
How well is privacy being addressed in the system your department currently uses
(How and what documents are filed in the employee personnel file?)
59%31%
3% 0% 7%0%
20%40%60%80%
100%
Answers
Ra
te o
f R
esp
on
se
How well is security being addressed in the system your department currently
uses (Where are the personnel files kept?)
59%
29%
3% 2% 7%0%
20%40%60%80%
100%
Answers
Rate
of R
esponses
9
How well is policy/procedure compliance being addressed in the system your
department currently uses (Retention Schedule, Office of Record, etc.)
42% 43%
4% 4% 7%0%
20%40%60%80%
100%
Answers
Rate
of
Response
How well is accuracy being addressed in the system your department currently uses (Are the
documents in the file current and with appropriate
signatures?)
47% 38%
8% 0% 7%0%
20%40%60%80%
100%
Answers
Ra
te o
f R
esp
on
se
How well is completeness of file being addressed in the system your department currently uses (Is
all appropriate employee documentation contained in the file?)
41% 45%
7% 0% 7%0%
20%40%60%80%
100%
Answers
Ra
te o
f R
esp
on
se
How well is legal compliance (Subpoenas, Audit, etc) being addressed in the system your
department currently uses.
35%50%
6% 3% 6%0%
20%40%60%80%
100%
Answers
Ra
te o
f R
esp
on
se
10
The level of interest in maintaining a single records location in campus
Human Resources
11%16%
26%
47%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
VE
RY
INT
ER
ES
TE
D
INT
ER
ES
TE
D
SO
ME
WH
AT
INT
ER
ES
TE
D
NO
T
INT
ER
ES
TE
D
Answers
Ra
te o
f R
es
po
ns
e
The level of interest in maintaining staff personnel files at the department
level.
48%
30%
8%14%
0%10%20%30%40%50%60%70%80%90%
100%
VE
RY
INT
ER
ES
TE
D
INT
ER
ES
TE
D
SO
ME
WH
AT
INT
ER
ES
TE
D
NO
T
INT
ER
ES
TE
D
Answers
Ra
te o
f R
esp
on
se
The level of interest in maintaining staff personnel files at the dean or
coordinating point level.
6%
25%16%
53%
0%10%20%30%40%50%60%70%80%90%
100%
VE
RY
INT
ER
ES
TE
D
INT
ER
ES
TE
D
SO
ME
WH
AT
INT
ER
ES
TE
D
NO
T
INT
ER
ES
TE
D
Answers
Ra
te o
f R
es
po
ns
e