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Cardiff University Human Resources Appraisal and Retention Project (HARP) 1. Introduction Cardiff University’s Human Resources Division holds personnel files containing almost all of the personnel records relating to an employee and their contract. Prior to the Human Resources Appraisal and Retention Project (HARP) various records of short term value were placed on these files and as a result the files had become bulky, taking up large quantities of space. It also took HR staff some time to find information on file. Managerial staff in Schools and Divisions across the University also retain local personnel files for their staff much of the documents contained in these files are duplicates of documents held centrally. Prior to the project Schools often contacted the University’s Records Manager with queries about the retention of personnel records. 2. Project Drivers & Aims HARP aimed to improve the management of personnel records within the University's Human Resources Division and within the Schools and Divisions in line with the University's ‘enabler’ aims (as stated in its Strategic Plan) of developing rapid and efficient processes and maintaining good governance. The project was initiated by the Director of Human Resources, Safety, Health & Environment. From the Director’s perspective there were two drivers for the project. The first was as a response to a recent assessment received by the University from the Information Commissioner’s Office concerning the constitution of a ‘relevant filing system’. In light of the assessment the University had decided that its HR files constituted a ‘relevant filing system’ and that personal information held manually in the files would be accessible under subject access rights. The University therefore wanted to ensure that its personnel files were in good order, that it was not retaining excessive or irrelevant personal information, or retaining information for any longer than necessary. The second driver was the forthcoming development of the University’s new electronic employee information management system (Cardiff People). Document management is being considered as one of the first elements of this new system and the Director was keen to ensure that the files were cleansed and classified prior to scanning to aid implementation and to ensure that money was not wasted scanning documents no longer needed. The Director was also keen to identify any documents which should also be retained on paper for legal admissibility purposes. For some time the Governance & Compliance Division had aimed to set up a more user friendly human resources records retention schedule in order to make it easier for staff across the University to dispose of records no longer required. The JISC project was therefore seen as a perfect opportunity to marry these objectives together and to measure their impact. It was also hoped that this would enable the Governance & Compliance Division to highlight digital preservation, migration and retention issues for information in the current and proposed electronic employee information management system. The project aimed to make it easier for HR staff to find information, to make space savings both in HR and the Schools/Divisions, to carry out preparatory work for the implementation of the Cardiff People system, to make it easier for staff to identify when information should be retained or destroyed and to ensure compliance with the Data Protection Act, 1998. It was decided to measure the progress of the project towards meeting these aims by using the following metrics: • time taken by HR staff to access information from an HR file;

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