Item Type: Series

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Creating agencies

Living City Services

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Personnel and employee management and services

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Boxes in this Series (29)

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Staff Record Reports

Description

Unique IDAS-0982Date1st May 1995Date qualifierexactFormatLoose PapersDescriptionThe summary service records cards formerly created for each Council employee (CRS 81) had ceased to be maintained by about mid 1995. This was a result of Council transferring from paper to electronic records as its principal means of creating and keeping personnel records.

The continuing development of the electronic system for employee service records led to a concern that the future migration of the information previously available through the record cards could not be assured. Discussions between the City Archivist and Payroll Co-ordinator during 1997-1998 confirmed the existence of the problem and identified the database fields that would best provide an equivalent of the records cards. Agreement was reached with the Payroll Co-ordinator for a backlog project to produce paper copies of summary information for all employees who had been terminated since 1 May 1995, and to produce additional reports regularly.

This series comprises paper reports printed from the CHRIS electronic system used to manage personnel records, in a report format intended to provide key summary information about each employee. The reports are printed only after an employee has left Council employment (= terminated).

The individual reports are typically several pages long and some of the information is in the form of computer code and abbreviations.

The information provided for each employee usually includes: full name; date of birth; age on joining the Council; date employment started; date employment terminated and reason for departure. In addition there are details of: titles of positions held; and summary information about promotions and changes of wages or salary. The reports also include fields for information about: country of origin and citizenship; marital status; union affiliation, but these do not appear to have been used.

In 2015, the decision to capture this series as separate paper reports was reviewed. It was determined that the current system is reliable in retaining a permanent electronic record for each employee. The practice of keeping paper reports has been discontinued. The City will ensure any future upgrades of the human resources system will include migration of the data that is required for permanent retention.

Database reports for the period 1 July 1997 to 30 June 2005 were downloaded from the Chris5 system into a number of spreadsheets that have been saved into the TRIM records management system in file X002402.
Start Date qual: by
Start Date: 01/06/1998
End Date qual:
End Date: NoneRelationship summaryCREATED BY: Living City Services AG-0177 (01/01/1998) PRECEDED BY: Temporary Staff Cards AS-0943 (01/05/1995) PRECEDED BY: Staff Record Cards AS-0081 (by 01/05/1995) RELATED TO: Personnel and employee management and services AY-70 (01/01/1988) LanguageEnglish (eng)

Series

Employee Service Files, 1961

Access

Public access statusRestrictedPublic access noteAccess Notes:There is no formal administrative agreement in place covering these records. Issue only to record subjects, and bona fide blood relations in cases where the subject is proved to be deceased, pending more permanent access arrangements.
Restriction Category:(e) Restricted by administrative agreement

Identification and Arrangement

Source system ID982System of arrangementNumerical and alphabetical

Relationships

Preceding seriesStaff Record Cards, 1895-1994 [Municipal Council of Sydney / City of Sydney]Temporary Staff CardsCreating agenciesLiving City ServicesRelated activitiesPersonnel and employee management and services

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Staff Record Reports