chapter 17 Human Resources Documentation and Management

These flashcards cover key terms related to human resources documentation, legal implications, and management practices.

Documentation

The process of recording information related to employment and organizational activities in a formal manner.

Formal Documentation

Documentation that becomes part of an official record or file, including personnel files and reports.

Informal Documentation

Non-official records such as anecdotal notes and rough drafts that do not fall under formal documentation.

Document Security

Measures taken to protect sensitive documents from unauthorized access or disclosure.

Retention Period

The minimum length of time that specific records must be kept, as defined by laws or regulations.

Employee Handbook

A document outlining policies, procedures, and expectations within an organization, provided to employees.

Confidentiality

The ethical principle that information about individuals should be kept private and only shared with authorized persons.

Progressive Discipline

A system of dealing with employee behavior problems that includes a series of steps to address performance issues.

Anecdotal Notes

Informal records kept by managers that document employee performance or interactions, which can be used for evaluations.

Legal Implications

The consequences that arise from documentation practices, especially in response to legal disputes or complaints.

Personnel File

The official file maintained by HR containing all formal documentation related to an employee's employment.

Notice to Produce

A legal order requiring an organization to provide specific documentation for examination in a legal matter.

Compliance

Adhering to laws, regulations, and organizational policies in documentation and management practices.

Employee Privacy

The right of employees to have their personal information protected from unauthorized use or disclosure.

Retention Schedule

A plan outlining how long different types of documents should be retained and when they should be disposed of.

Access Control

The methods and procedures implemented to limit who can view or use sensitive information within an organization.