Yesterday’s Advisor featured advantages and disadvantages of having an HRIS (Human Resources Information System). Today, a handy checklist for seeing where your systems stand with regard to personnel records, plus an introduction to BLR’s unique 10-minutes-at-a-time training system.
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HRIS Personnel Records Checklist
The more questions to which you answer “yes,” the better your computer system is able to handle personnel records.
Records maintained
Do you have a computer system for the following personnel records:
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Yes |
No |
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Beneficiaries of benefits plan? |
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Cost of benefits plan? |
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Date employees admitted into benefits plan? |
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Date of termination? |
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Employee anniversary dates? |
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Employee eligibility for benefits? |
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Employees covered by other health plans? |
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Employees exempt from overtime? |
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Employees not exempt from overtime? |
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Employees’ attendance? |
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Employees’ education? |
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Employees’ schedules? |
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Employees’ skills? |
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Expiration dates of employee work permits? |
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Highly compensated employees? |
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Hours worked per week? |
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I-9 forms completed? |
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Leased employees? |
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Marital status? |
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Number of dependents? |
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Overtime? |
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Part-time employees? |
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Participants in benefits plan? |
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Promotions? |
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Reason for termination? |
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Rehire classification? |
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Spouses and dependents covered by other health plans? |
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Terminated employees entitled to 401(k) distribution? |
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Terminated employees entitled to COBRA notice? |
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Total number of employees? |
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Training? |
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Transfers? |
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Turnover? |
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Withholding from employee paychecks? |
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Yes, you do have the budget and time to train managers and supervisors with BLR’s® 10-Minute HR Trainer. Get it Now.
Confidentiality
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Yes |
No |
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Is one person responsible for information system security? |
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Are passwords and user identifications (IDs) required to gain access to your computers? |
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Are the passwords changed at least quarterly? |
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Are passwords a minimum number of random combinations of letters and numbers? |
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Is the area in which you keep your computers secured from unauthorized entry? |
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Is access automatically limited if the user is idle or away from the keyboard for a period of time? |
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Does your system record which user ID and password are used to gain entry into the system? |
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Does the system reflect what programs are run or data are accessed with respect to a particular user ID and password? |
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Are there varying levels of user access so that individuals have access only to information they need in order to perform their duties? |
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Does the first screen that appears when your computer system is accessed state that the information in it is confidential? |
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Do you require employees with access to the computer system to execute |
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confidentiality statements? |
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If your system allows remote access, have you taken steps to block unauthorized access? |
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Emergency planning
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Yes |
No |
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Are certain individuals designated to be on- |
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Do you arrange for access to other computer systems in the event yours is not working? |
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Do you maintain a duplicate set of your computer records in a safe off-site location? |
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Is ID required to gain access to the computer records maintained off-site? |
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Do you maintain a master list of the backup media stored off-site? |
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Do you:
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Back up information on your computer system at least daily? |
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Place newly created backup media in an off-site storage area? |
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Use state-of-the-art virus protection software and update virus definitions at least daily? |
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Have virus scans set to run automatically on a daily basis? |
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Automatically search all e-mails and attachments as well as information downloaded from the Internet for viruses? |
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Search for viruses on any media before transferring the information to your hard drive? |
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Do you annually review your contingency plans for computer failure? |
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Efficiency
Do you review:
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Yes |
No |
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The components of the computer system for its efficiency? |
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The adequacy of the computer programming at least annually? |
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The adequacy of the computer hardware at least annually? |
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Do you provide training for employees on the use of the computer system? |
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Do you encourage employees to be cross-trained on the use of the different types of databases in your system? |
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Do you have an individual on-site who can troubleshoot when there are problems with the computer system? |
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Do you have a computer system configured so that even if one or more workstations fail, another can be used? |
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Compliance with Laws
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Yes |
No |
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Is your computer system adequate to handle compliance with: COBRA? |
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Immigration laws? |
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Wage and hour laws? |
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OSHA? |
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Workers’ compensation claims? |
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Any affirmative action plan? |
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FMLA |
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Employee Retirement Income Security Act? |
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Discrimination laws? |
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Is your computer used to analyze the results of your affirmative action plan? |
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Is your computer system designed to aid you in auditing your compliance with discrimination laws? |
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One important thing your HRIS system might track is training. You know your people need training but who has time for training?
We’ve solved that with an easy-to-manage program that lets you train in discrete, 10-minute chunks. It’s a program that’s easy for you to deliver and that requires little time from busy schedules—BLR’s unique 10-Minute HR Trainer.
No budget? If you’re like most companies in these tight budget days, you will like that it is reasonable in cost.
Yes, you do have the budget and time to train managers and supervisors with BLR’s® 10-Minute HR Trainer. Get it Now.
As its name implies, this product trains managers and supervisors in critical HR skills in as little as 10 minutes for each topic. 10-Minute HR Trainer offers these features:
- Trains in 50 key HR topics. Includes all major employment laws, including manager and supervisor responsibilities, and how to legally carry out managerial actions from hiring to termination. (See a complete list of topics below.)
- Uses the same teaching sequence master teachers use. Every training unit includes an overview, bullet points on key lessons, a quiz, and a handout to later reinforce the lesson.
- Completely prewritten and self-contained. Each unit comes as a set of reproducible documents. Just make copies and you’re done. (Take a look at a sample lesson below.)
- Updated continually. As laws change, your training needs do so as well. 10-Minute HR Trainer provides new lessons and updated information every 90 days, along with a monthly Training Forum newsletter, for as long as you are in the program.
- Works fast. Each session is so focused that there’s not a second’s waste of time. Your managers are in and out almost before they can look at the clock, yet they remember small details even months later.
Evaluate It at No Cost for 30 Days
We’ve arranged to make 10-Minute HR Trainer available to our readers for a 30-day, in-office, no-cost trial. Review it at your own pace, and try some lessons with your colleagues. If it’s not for you, return it at our expense. Click here and we’ll set you up with 10-Minute HR Trainer.