HR data collection makes company able to measure against it supporting workforce planning, monitoring progress and development, developing initiatives for generic cases. It identifies and analyses information to aid the organization in making ultimate decisions both beneficial to the organization and its employees.
Two reasons considered closely.
Through HR data collection an organisation can:
1) comply with legislative and regulatory requirements regarding equal opportunities, equal pay audits, recruitment, assessing skills balance, absence recording.
2) monitor training and performance for employees, assessing each individual employee for productivity and identifying training needs. That means assessing the productivity within the business.
Being well informed about the workforce is the key to aim the ultimate goal of the organization. Data collection enables management team to make informed decisions about future activity.
Two types of data collected and their support:
1) Attendances is useful to monitor and gauge daily working hours and monitor absences. That enables HR to manage regular absentees successful and deal with any issues the employee might have.
2) Organisational records which includes: staff turnover, absenteeism, recruitment documentation, learning and development. HR department can monitor staff level making decision about a further recruitment process. It is also essential collecting and updating employee records such as home addresses and people to contact in time of emergency. These information are helpful where the employee not to come to work without notice.
Records can be stored:
1) Electronically through computerised system. In this way organization can keep information up to date easily and any information can be sent and received rapidly. It also reduce company costs and the amount of data can be stored with no taking up much office space and they can be sorted, found, moved and protected easily.
2) Manually in paper format. In this case the risk of corrupted data is less and information are accessible in any time considering occurrences of power cuts or electronic system crashes. Moreover problems with duplicates of the same record are usually avoided.
Two items of UK legislation relating to recording and storing HR data:
1) Data Protection Act, 1998. It concerns all personal records whether held in paper or electronic format. The act contains eight protection principles specifying personal data must be:
– Processed fairly and lawfully.
– Obtained for specified and lawful purposes.
– Adequate, relevant and not excessive.
– Accurate and up to date.
– Not kept any longer than necessary.
– Processed in accordance with the “data subject’s” (the individual’s) rights.
– Securely kept.
– Not transferred to any other country outside the EU without adequate protection in situ.
2) Freedom of Information Act, 2000. It allows people to ask any public body for information on both any subject an organization has and themselves too. So that the act encourages organization to be transparent and, unless a valid reason, the organization must provide requested information within 20 working days. Through this act people can access to informations needed and ensure they are not exploited or used inappropriately.