Electronic Personnel Files Survey Results

(Prepared 1/11/05)

1. Has your city converted from paper (hard copy) personnel files to electronic personnel files?

Murfreesboro

No

Maryville

No

Millington

Not completely

Columbia

Not completely, working toward that goal

Lebanon

No

Memphis

Yes

Franklin

No

Collierville

No

Goodlettsville

No

Athens

No

Brentwood

No

Portland

No

Gallatin

No

Tullahoma

No

Springfield

No

Metro Nashville – Parks

No

Sevierville

No

Chattanooga

No

Cleveland

No

Oak Ridge

No

Knox County Sheriff’s Office Merit System

No

Bartlett

No

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 























 

2. If yes, a. what software package(s) are you using?

Millington

Began with Laserfische; now using ImageEase

Columbia

ADP Payroll and HR/Profile

Memphis

IFAS changing to ORACLE in June

 

b. What kind of hardware are/did you use
(scanner, digital imaging, etc…)(model and manufacturer)?

Millington

Scanner

Columbia

Digital Imaging

c. How much time was involving in converting the files?

Millington

Depended on the size of the file scanned; relatively easy to do; time had to be scheduled between departments.

Columbia

Still converting since Spring 2003.

Memphis

6 months

d. Were there any problems with the conversion?

Millington

Yes

Columbia

Yes

Memphis

Yes

 

 

 






e. I
f yes, please explain:

Millington

Some of the files were very old and required special attention.

Columbia

Overall training in general

Memphis

The time testing the conversion.

 

 

 







f. How much did the conversion cost the city?

Millington

$6,900 for equipment

Columbia

Unknown at this time.

Memphis

Can’t exactly say, but very expensive, multi millions for the complete package.

3. If no, a. Do you have any plans to convert to electronic personnel files in the future?

Murfreesboro

No

Maryville

No

Millington

Yes – We plan to continue to use the system.

Lebanon

No

Franklin

Maybe

Collierville

No

Goodlettsville

Yes

Athens

No

Brentwood

No

Portland

No

Gallatin

No

Tullahoma

No

Springfield

Not in the foreseeable future

Metro Nashville Parks

No

Sevierville

No

Cleveland

No

Oak Ridge

Yes

Knox County Sheriff’s Office Merit System

Yes

Bartlett

Yes




Contact Information:

Name

Organization

# Employee HR

# Employees Organization

1. Sherry Carpenter

City of Murfreesboro

8

803 FT, 372 PT

2. Teresa Best

City of Maryville

5

320

3. Margaret Ridings

City of Millington

2

154

4. Kate Collier

City of Columbia

2

384

5. Jim Henderson

City of Lebanon

2

400

6. Pearl Gibson

City of Memphis

59

7,000

7. Pam Conner

City of Franklin

5

550

8. Elaine Hurdle

City of Collierville

4

409

9. Jim Thomas

City of Goodlettsville

0 – shared among three employees

130

10. Rita Brown

City of Athens

2

125

11. Janet Curry

City of Gatlinburg

1

304 FT, 96 Seasonal

12. Kirk Bednar

City of Brentwood

2

227

13. Mary Lou Thompson

City of Portland

1

144

14. Dave Crawford

City of Gallatin

2 FT, 1 PT

290 FT, 80 PT

15. Casta Brice

City of Tullahoma

1

139

16. Gina Holt

City of Springfield

2

246

17. Pamela Crenshaw

Metro Parks – Nashville

1

600+

18. Kristi Inman

City of Sevierville

1

150

19. Jean Posely Smith

City of Chattanooga

10

2300

20. Jeff Davis

City of Cleveland

2 including payroll

320

21. Penelope H. Sissom

City of Oak Ridge

3 + one vacancy

350 plus additional 50 in summer months

22. Gary Hall

Knox County Sheriff Office Merit System

4

950

23. Peter Voss

City of Bartlett

4

<>550

Comments:

Millington - We have not completely converted to electronic files, but we have scanned all our old files and are storing them on disks so that they can be accessed more quickly and efficiently and can be stored in a more efficient way; they can also be preserved more efficiently.

Chattanooga - We have an HRIS system but we also maintain personnel records in hard copy. We have not converted any files recently.

© 2010 Tennessee Chapter: International Public Management Association for Human Resources