PERSOL-CREDIBILITY OF PERSONAL DATA

What is Data?

Data is perceived by some as distinct pieces of information, structured in a particular way.

It is normally manipulated by means of computer programs (collection of instructions). Data, as well as computer programs, are stored in the electronic memory of computers, of which the PERSOL System (Human Resources Information System) is but one example.

This is a mainframe computer (central storage of programs and data), which is accessible from most of the DOD installations.

Personal data for each member/employee of the DOD is stored in the PERSOL System in various databases such as biographical data, personal particulars, employment and pay related data.

Data is normally entered into the PERSOL System by the member’s/employee’s HR section.
Data is captured or altered when a change in an employee’s circumstances warrants it, eg change of address, adding of new dependants, promotions, transfers, pay increases, etc.

For capturing such data, a source document is required. HR functionaries then encode this source document on a coding form.

The data is captured on the PERSOL System and then structured in the system as the record of the member/ employee.

The personal data of all members/employees can be extracted from the PERSOL System as Management Information.

To effectively manage the DOD accurately, (credible) data is required.

What is Credibility?

The Oxford Dictionary defines credibility as ’worthy of belief‘. This means that the integrity of stored data must be of such a nature that the DOD can be effectively managed.

The integrity of data can be compromised by:

• Providing of incorrect or incomplete data.
• Human errors when capturing data.
• Errors when data is transmitted from com-puter to computer.
• Viruses.
• Malfunctioning of computer facilities.

How to Ensure Integrity and Who is Responsible?

To have correct and complete data available, the correct source documents for each transaction must be available.

The validity of source documents must be verified before the data is encoded. If the original source documents are not available and photocopies are used, such copies must be certified as true copies.

In this regard, each member/employee of the DOD is responsible to ensure that complete source documents are submitted whenever there is a personal requirement to capture or alter his/her personal data on the PERSOL System.

The member/employee must also ensure that the data is captured correctly and, if not, report to his/her HR Section.

The Officer Commanding or supervisor is responsible to ensure that the correct data is captured for his/her subordinates.

Higher Headquarters must ensure that audits are executed regularly to enforce measures compelling individuals and their supervisors to use the correct procedures when capturing or altering data on the PERSOL System.

Proper measures must be instituted to control access to the PERSOL System. Only well trained users should have access to the system.

Such users must be familiar with procedures and the functioning of the system. Of note is that computer operators should have the correct security clearances prior to being allowed to work on the PERSOL System.

Technology used to capture, store and extract data must be maintained to ensure that credible data is always available.

The maintaining of the technological capability to keep the PERSOL System active is mainly the responsibility of CMI as supported by the State Information Technology Agency (SITA).

When is Data Integrity Achieved?

Data integrity is a condition where all data in the PERSOL System is complete, accurate, timely and integrated. It is the key to empowerment.

Enquiries may be directed to Lt Col J.P. Rossouw, tel: (012) 339 5720.