1. Why does the organization need to collect HR data?
The organization needs to collect HR Data in order to comply with regulatory legislative requirements such as, working time directive, health and safety and pay rates etc. It is also a legal requirement to provide written particulars of employment. By collecting these examples of HR data, this protects the organization from possible legal implications.
The organization also needs to collect training and productivity records of employees in order for management to assess performance and productivity of staff. By collecting this data the organization can assign training to employees in order for them to enhance their potential and help the workforce to become more productive.
2. Types of Data Collected
The organization must collect data such as a sickness record. This allows HR to make an accurate attendance record of all employees and helps to identify employees who have higher levels of sickness. This data can then be used in order to discourage this behavior or used for those who suffer with long term sickness who need the organisation’s support. For our organization the Bradford Factor sickness policy was brought in so that the sickness records were to be collected periodically and assessed.
Another type of data collected is personal information of each employee such as contact details. This ensures that all correspondence can be sent to each employee in regards to pay, contracts or leave information. It is important to have this information as well as details of next of kin or a family member in case of an accident at work so that the organization can contact them as soon as possible.
3. Storing records and the benefits
One method of storing information is the manual system. This could include a filing cabinet, wall planners, Company handbooks, Diaries, Application forms etc. By using the manual system the records are easily accessible. The records may also be signed which may be required for legal purposes. The manual system has no risk of crashing or losing power, unlike a computer, which may delay the retrieval of important information.
Another method of storing information is the computerized method. This method allows records to be saved on the computer and protected by a password ensuring that only certain people within the organization are able to retrieve the personal records. There is no risk of information being misplaced, misfiled or lost entirely as you might find with the manual storing system. Another advantage of using the computerized method is the fact that it is easy to find the information and is easily stored. This method allows a smaller office to run smoothly without the need for large filing cabinets and is also a more environmentally friendly method of storing information.
4. Two essential items of UK legislation relating to the recording, storage and accessibility of HR data
The first essential item of UK Legislation is the Data Protection Act 1998. This act states that the recording of personal data should be adequate, relevant and not excessive in relation to the purpose or purposes for which they are processed. Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes. In relation to storage of personal data, appropriate technical and organisational measures shall be taken against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data. Also, in regards to accessibility of personal data personal data shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal data. It is also important for members of the HR Department to sign a confidentiality agreement. This is a legal precaution for the organisation in case a member of the HR department leaked any personal data to others without jurisdiction.
Another essential item of UK Legislation is the Freedom of information Act 2000. The FOI gives you the right to ask the HR department (or any public body) for all the information you have on any subject they choose. Unless there’s a good reason, the organisation must provide the information within 20 working days. You can also ask for all the personal information they hold on you.
Following the summary of facts as stated above, it has been found that it is very important to record, analyse and use HR data in order for the organization to operate within the appropriate legislative regulations, retain confidential information in a safe and efficient method and to use HR data in order to improve and increase productivity within the workforce.
Courtney from Study Moose
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