Access control of human resource records: case of the University of Cape Coast, Ghana

Andoh, Raphael Papa Kweku; Attafuah, Alfred

doi:10.1108/cc-06-2020-0025

Cited by 6 publications

(8 citation statements)

References 22 publications

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“…The strategies used in the maintenance of human resource records include protection from non-staff and dangers like rodents, tracking the movement of the records and adequate storage facilities. Regarding protection from non-staff, rodents and tracking of personal files, Andoh and Attafuah (2021) had similar results in their study. Generally, the findings prove that maintaining human resource records is a challenge in the University and that the staff are not well equipped to effectively maintain records in their custody.…”

Section: Resultssupporting

confidence: 70%

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Effectiveness of human resource records management strategies at a university in Ghana

Adom-Nyankey

Andoh

2021

GKMC

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Purpose Human resource records are very important in the successful management of organisations. Despite their importance, they are ignored in records management studies. This study aims to bring to the limelight human resource records management issues that are overlooked despite the numerous studies on records management by examining the effectiveness of human resource records management strategies at a university in Ghana. Design/methodology/approach A descriptive survey was used in this study. A combination of census and simple random sampling was used to administer questionnaires to administrators who handle master or working personal files regularly. Data of 228 respondents was processed using SPSS and analysed in frequencies, percentages, mean and standard deviation. Findings This study revealed that while most vital documents were found on staff personal files, some documents like medical reports, passport pictures and birth certificates were somewhat unavailable. It was also found that the University had no human resource records policy in its corporate strategic thrust, which is a barrier to effective human resource records management, but the records creation strategies were effective. However, regarding the maintenance, and retention and disposition of human resource records, the strategies were ineffective. Overall, the findings fell short of the ISO 15489 framework for managing records. Originality/value This study seeks to bring to the fore human resource records management issues that seem to be overlooked despite the numerous studies on records management.

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Section: Resultssupporting

confidence: 70%

“…In an access control of human resource records study by Andoh and Attafuah (2021), it was found that personal files were protected from unauthorised access and rodents. Also, they found that files that were moved could be traced in the file movement book.…”

Section: Literature Reviewmentioning

confidence: 99%

Effectiveness of human resource records management strategies at a university in Ghana

Adom-Nyankey

Andoh

2021

GKMC

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“…They are generated in parts by the employees themselves and the organization and when put together, are the basis for effective human resource planning and management (Johnson and Gueutal, 2011; Stanton and Weiss, 2003). Without human resource records, organizations will not have the required information on their employees to plan and manage (Andoh and Attafuah, 2022; Msuya and Lyaruu, 2008), and this will have dire consequences on their competitiveness and sustainability. In addition, human resource records largely serve the interest of employees (IRMT, 2009; Johnson and Gueutal, 2011; Msuya and Lyaruu, 2008; Stanton and Weiss, 2003).…”

Section: Theoretical Basis and Hypothesesmentioning

confidence: 99%

“…Even though it has been established that control measures are implemented to ensure the security of human resource records so that they are not accessed by people who do not have the right to access them (Andoh and Attafuah, 2022; Dewah and Ndlovu, 2013), Culnan and Armstrong (1999) have asserted that people who disclose personal information to organizations are at risk of the information being exposed to unintended third parties. Consequently, employees may remain quite skeptical about the provision, use and security of their personal information.…”

Section: Theoretical Basis and Hypothesesmentioning

confidence: 99%

“…Specifically, in the Ghanaian context, there are legislations including the Data Protection Act 2012 that safeguard the personal information of people. Also, studies such as Andoh and Attafuah (2022) have shown that human resource records are held securely. This notwithstanding, Adom-Nyankey and Andoh (2022) discovered that some employees in an organization in Ghana do not submit all records on themselves to their organizations.…”

Section: Introductionmentioning

confidence: 99%

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Influence of employees’ perceptions of the uses and security of human resource records on employees’ attitude toward human resource records

Andoh

Mensah

Tetteh

et al. 2023

RMJ

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Purpose Human resource records are the cornerstone of human resource management. Organizations rely a great deal on their employees to furnish them with human resource records, which is crucial to the effective management of the employees and the success of the organization. It is evident, however, that personal information-related issues in organizations are of significant concern and that examining employees’ perceptions and attitudes regarding personal information management is extremely valuable. Yet, this is largely absent in the literature. This study, therefore, aims to investigate the influence of perceptions of employees concerning the uses and security of human resource records on their attitude toward human resource records in Ghana. Design/methodology/approach A descriptive survey design was used in this study. An online questionnaire was used to gather responses from employees for analyses. A structural equation model was developed and assessed because of the advantages that come with its use and the characteristics of this study. The assessment of the structural equation model was done to determine the significance of the hypothesized paths. In addition, effect size, coefficient of determination and predictive relevance of the structural model were assessed. Before that, the validity and reliability of the measurement model were examined through the assessment of the indicator loadings, average variance extracted, Cronbach’s alpha and composite reliability. An importance-performance map analysis (IPMA) was also conducted. Findings The hypotheses formulated in this study could not be rejected because the hypotheses tested were statistically significant. Thus, this study revealed that employees’ perception of the uses of human resource records influenced their attitude toward human resource records. Also, employees’ perception of the security of human resource records influenced their attitude toward human resource records. The IPMA revealed that the perception of uses of human resource records was more important, yet its performance was below the perception of security as significant. Practical implications Human resource records management professionals, particularly in Ghana, ought to ensure that the human resource records in their organizations are used for the purpose for which they are collected and also, secured. In addition, they should assure employees that their personal information is used as expected and secured. This could be realized with the use of international records management standards especially those in the ISO 30300 series. More so, human resource managers as part of their counseling duties also need to counsel employees so that they form positive perceptions about the uses and security of the personal information they give to their organization in the course of their employment. Originality/value To the best of the authors’ knowledge, this study brings to light the attitude of employees toward human resource records based on their perceptions of uses and security in the Ghanaian context which is absent in the literature as previous studies have focused mainly on personal information management behavior only at the individual level.

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Human resource records management culture and privacy control in Ghana: the roles of employee experience and top management commitment

Dei Mensah,

Tetteh,

Annan

et al. 2024

GKMC

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Purpose The purpose of this study was to investigate the roles of employee experience and top management commitment in the relationship between human resource (HR) records management culture and HR records privacy control in organisations in Ghana. Design/methodology/approach Structural equation modelling was used in analysing the data. Following the specification of the model, three main types of analyses were carried out. They were reflective measurement model analyses to test reliability and validity; formative measurement model analyses to test redundancy, collinearity, significance and relevance of the lower-order constructs; and structural model analyses to ascertain the explanatory and predictive powers of the model, significance of the hypotheses and their effect sizes. Findings The study confirmed that communication, privacy awareness and training and risk assessment are dimensions of HR records management culture. Concerning the hypotheses, it was established that HR records management culture is related to HR records privacy control. Also, the study showed that employee experience positively moderated the relationship HR records management culture has with HR records privacy control. However, top management commitment negatively moderated the relationship HR records management culture has with HR records privacy control. Practical implications Organisations committed to the privacy control of HR records need to ensure the retention of their employees, as the longer they stay with the organisation, the more they embody the HR records management culture which improves the privacy control of HR records. For top management commitment, it should be restricted to providing strategic direction for HR records privacy control, as the day-to-day influence of top management commitment on the HR records management culture does not improve the privacy control of HR records. Originality/value This study demonstrates that communication, privacy awareness and training and risk assessment are dimensions of HR record management culture. Also, the extent of employee experience and top management commitment required in the relationship between HR records management culture and HR records privacy control is revealed.

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Access control of human resource records: case of the University of Cape Coast, Ghana

Cited by 6 publications

References 22 publications

Effectiveness of human resource records management strategies at a university in Ghana

Effectiveness of human resource records management strategies at a university in Ghana

Influence of employees’ perceptions of the uses and security of human resource records on employees’ attitude toward human resource records

Human resource records management culture and privacy control in Ghana: the roles of employee experience and top management commitment

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