This data management report will outline two reasons why HR data needs to be collected by identifying two types of data and how they support HR. as well as describing two methods of storing records and their benefits I will also give two essentials legal requirements relating to recording, storing and accessibility of HR.
There are a number of different reasons why organisations need to collect and record data, this can be for such reasons as the following: –
• Sickness/Absence management
• Performance Management
• Contractual agreement records
• Staff performance records/learning and development
• Meeting legal requirements
Two reasons why organisations collect HR data
Absence Management – This can be one cause of concern to management as unapproved absences can cause multiple issues in which then can cause the organisation problems due to extra costs. By keeping records of each separate absence, it allows the organisation to monitor the performance of an individual in which will then show any problem areas which may need action to be taken upon to come to a resolution.
Meeting Legal Requirements – Every organisation must keep records of information. Some of this information should be records such as national insurance and tax details, employee pay rates making sure it meets the requirements of the minimum wage act 1998 as well as a record of employee’s worked hours to also meet the work time regulations act 1998.
Organisations need to collect data to support HR for a number of different reasons, two of these reasons are: –
Contractual Agreements – To ensure that organisations are working as they should be and are inline with employee’s working time regulations. Keeping records such as changes to a contract, working hours and changes to any pay rates or job roles can support HR if they are requested for any information form the inland revenue. Keeping any records of information by HR can be imperative if any claims are to be made against the organisation.
Disciplinary Action – Keeping records of information such as investigations, witness statements or appeals when leading up to a disciplinary can help to support HR as a decision can then be made on true facts rather than presumptions. Gathering information can also help management take everything that has previously been gathered into account when deciding on the best action to take if an employee has breached their contract or any of the organisation polices and procedures.
There are different ways in which date can be stored, two of these methods are: –
Manually – This method is more of a traditional way of storing data by each employee having a paper file in which would have data stored such as induction packs, health & safety files and performance review/appraisals. These are organised in a way which makes it easily accessible for HR and are then filled away in a locked filling cabinet.
The benefits of using this method are: –
• Proof of identity
• Less risk of corrupt data
• Less expensive to set up
• Legal purposes
• Not relying on risks of systems crashing
Electronically – This method is a more modern way of storing data as any electronic device can be used such as internal/external hard drives, USB devices. There are also more ways of electronically recording information relating to employees for HR to access i.e. databases and spreadsheets.
Such benefits for using this method are: –
• Easily accessible
• Quicker to update
• Flexibility of information
• Less storage spaces
• Environmentally friendly
It is important for HR data to be collected to meet legal requirements. It is also important to maintain effective systems in which help to support the performance and service of HR.
Two essential legal requirements relating to recording, storing and accessibility to HR data are: –
Freedom of Information Act 2000 – This provides you with the rights to request any information that is recorded on by any public sector organisation. Any one person can request information but will be handled under different regulations depending on the information requested and can be subject to a fee. Some of the information requested could be photos, cctv, electronic documents, emails.
GDPR – This now replaces the Data Protection Act 1998, in been concerned with respecting the rights of all individuals when processing personal data. This regulation is mandatory and must be followed by all organisations that that hold or process any personal data. Like the Data Protection Act it has 6 principles in which must be followed: –
• Personal Data is to be processed fairly, lawfully in a transparent manner
• Data should only be obtained for specific and lawful purposes
• Data should be aliquant and relevant
• Must be accurate and kept up to date
• Should not be kept for longer than needed
• Must be kept secure