Corporate Services

Vision 

To be the most resourceful management tool used in the Ministry to achieve efficient and effective Labour and Social Security services.  

Mission 

To add value to the Ministry through independent and professional appraisal of administrative, financial and operational systems, in partnership with all levels of management for the achievement of maximum service to clients, in an economic, efficient and effective manner, observing the regulatory requirements and organizational objectives. 

  Objective 

To deliver an independent, objective assurance and consulting activity designed to add value and improve the Ministry’s operation. 

In keeping with the National Communication Policy and Vision 2030 aspirations, the Public Relations Unit promotes the various policies, programmes, projects and objectives of the Ministry.   

An integrated communication approach, which includes email networking, social media, advertising, public opinion research and media relations, is used to improve public awareness and knowledge about MLSS policies.  

To this end, the priority objectives are:  

1. Improving awareness and knowledge about policies, programmes, services and initiatives with our internal and external publics 
2. Strengthening internal communication, activities and interventions 
3. Fostering community engagement and developing ties with target groups 
4. Managing emergency/crisis communications 
5. Upgrading, managing and improving the Ministry’s online presence, particularly with the use of new media (social media) 

THE HUMAN RESOURCE MANAGEMENT AND DEVELOPMENT DEPARTMENT 

To ensure that human resource management and development, as well as industrial relations, health, safety and well being legislations, policies, programmes and practices are implemented, monitored and maintained, utilizing current trends and best practices to enable the Ministry’s achievement of organizational efficiencies and effectiveness in keeping with the organization’s vision and mission, as well as Government of Jamaica’s legislations, policies and regulations/guidelines.  

Human Resource Management 

• Staffing (recruitment and selection, retention and separation) 
• Benefits (leave, pension, loans) 

• Human Resource Management Information System (HRMIS) (personnel records) 

Human Resource Development 

• In-house and  in-service training 
• External training 
• Study Leave 
• Training Needs and Impact Assessments 
• Skills Database 
• Career Counselling 

Organizational Development and Performance Management 

• Organizational, system and procedure review 

• Employee performance and recommendations 

Employee Relations 

• Discipline and Grievance 
• Health, Safety and Wellness  

Introduction

Records management polices directly impact the effectiveness of an organization’s day-to-day operations. Without control, records have the potential to raise operating costs and expose organizations to risk. Many public and private entities must follow stated guidelines for the retention of important records, otherwise they face penalties or legal repercussions. Although records management policies differ between organizations, there are common objectives that all entities strive to achieve.Proper records management is not a process that happens organically. It is a system of processes that help  keep up with each piece of information from the moment it is created until it is destroyed.

Mission Statement of the Documentation, Information and Access Services Unit – DIAS

 To provide the right information to the right person at the right time, through the adept management of the records of the Ministry of Labour and Social Security and the beneficial use of information technology

Vision Statement – DIAS Unit

A Records Management Programme with international best practices services excellence and information technology at its core..

Common Objectives of Records Management Practices

A) Information security

Information security is a key objective of a records management programme. If your information is stolen and misused, it impacts the organization in multiple ways:

• Legal liability
• Loss of customers
• Brand damage
• Lost revenue

Paper and digital records must be protected against internal and external threats. But what’s the best way to do that?

Professional offsite records storage offers a solution for controlling access to your information. Hardcopy documents and media containing digital files are stored in secure facility with strictly regulated access. Only authorized staff members are able to request information.

B) Preservation of vital records

Vital records are documents that fit the following criteria:

• Essential to the survival of the organization
• Provide proof of the organization’s legal and financial position
• Preserves the rights and claims of the organization and its shareholders

Since many vital records are kept permanently, they should be stored in an environment designed to protect them from damage. A records management programme incorporates strategies to ensure that vital records are preserved in optimal condition and safeguarded from physical damage and theft.

Storage areas should be free from dust, debris and pests. Basements, which are especially prone to mold and leaks, are best avoided. Instead, a commercial records centre offers a clean, secure, disaster-proof environment.

Regulatory compliance

The organization must follow regulatory standards in managing records.  This is usually ensured through:

• Adherence to retention schedules
• Strict chain of custody procedures
• Documenting the final disposition of physical documents and electronic data

Controlling overhead costs

Records management can be an effective tool for reducing overhead expenses. When offsite storage of archival records is combined with the scheduled destruction of obsolete files, office areas previously used for storage can be converted to profit-generating spaces.

Streamlined file retrieval processes

Improved efficiency is another benefit of a records management programme. Without proper cataloguing and indexing, files are easily misplaced and difficult to retrieve. Records management keeps information properly labeled, organized and tracked for easy location and delivery.

Governance Transparency

The Documentation, Information and Access Services Unit creates and maintains generally accepted record-keeping principles, which provide record custodians and other document-retention personnel guidelines for effective record-keeping. Transparency in the governance of record retention programmes is a key principle.