Standard human resource record categories.

• Author: Mark, Teri

Standard categories are a series of subjects, arranged into major categories, and then further defined into primary categories, and if necessary, into secondary categories.

Code: Unique identifiers assigned to each category. The code is a three-part formula: AA-NN-NN. The alpha characters identify the major category grouping, the first set of numbers identify the primary category, and the second set, if applicable, identify the secondary category.

Name: The name is the identification or term used to label the category.

Description: The description explains and clarifies the inclusive subject contents of the category. The description may also include document types that belong to this category.

The categories do not identify individual file folders.

Editor's Note: The following table, which is excerpted from Organize Your Office: A Small Business Survival Guide to Managing Your Records, is presented as a guide to assist organizations in defining their own categories. Users should modify them to comply with their organization's coding and naming conventions.

Teri Mark, CRM, is the state records manager at the Nevada State Library, Archives & Public Records and has more than 30 years of experience as a consultant, speaker, author, and small business owner. She can be contacted aftmark@admin.nv.gov.

Access standard record categories for other functional areas, including accounting, administration, finance, IT, legal, marketing and sales, and operations, by purchasing Organize Your Office at the ARMA Bookstore, www.arma.org/go/prod/a4653.

The categories do not identify individual file folders. Records regarding personnel and employment management. employee safety, and compensation and HR HUMAN RESOURCES benefit issues. HR-01 BENEFIT/PENSION PLANS Records pertaining to business sponsored medical and life insurance plans; pension and savings plans; ESOP plans; retirement plans. General information. HR-01-01 Medical Plans Records pertaining to health/medical, dental, and accident insurance plans. Includes policies, contracts, plans, and correspondence. HR-01-02 Pension Plans Records pertaining to pension and savings plans. Includes policies, contracts, plans, and correspondence. HR-01-03 Worker's Compensation Records pertaining to worker's compensation insurance. Includes policies, contracts, plans, and correspondence. HR-02 COMPENSATION Records pertaining to administration, determination, and monitoring of salaries and bonuses. General...