Page One – Title of briefing note
Page Two – Contents page
Page Three – Two reasons why the organisation needs to collect HR data Page Four – Two types of data that is collected within the organisation and how each supports HR practices Page Five – A description of two methods of storing records and the benefits Page Six – Limitations Act 1980 relating to the recording, storage and accessibility of HR data and the Data protection Act 1998 relating to the recording, storage and accessibility of HR data Page Seven – Reference list
” HR records and their retention are extremely complex and constantly changing areas requiring companies to have document retention policies and monitoring programmes.” (CIPD Website)
Two reasons why the organisation needs to collect HR data
To comply with legislative and regulatory requirements – Such as minimum wage, hours of work based on the working time directive, tax and national insurance purposes.
Organisational Records – Such as recruitment and selection records, absence, staff turnover records, learning and development records. Provides information affecting the state of an organisation.
Two types of data that is collected within the organisation and how it supports HR practices
Organisational records – enables an organisation to make informed decisions, these types of records are essential to monitor absence levels and recruit when necessary, to ensure productivity is effective and ensure that staff are maintaining a high level of efficiency through learning and development activities.
Statutory regulation – Ensures practices are fair and consistent, and the treatment of employees can be monitored and standardised for everyone, this also incorporates the health and safety of employees. The types of records held will be dependant on the statutory regulations the organisations need to monitor.
“ACAS suggests Legislative changes, such as the Working Time Regulations, may trigger organisational changes. Whatever the reason for change, good personnel records are key, providing the data for analysing what needs to be put into place.” (ACAS Personnel data and record keeping booklet 2011)
Two methods of storing records and the benefits of each
“ACAS suggests all organisations regardless of size need to keep accurate records of there employees. Therefore thought should be given by an organisation on how this data should be stored, and the type of system that is most suitable to the organisation.” (ACAS Personnel data and record keeping booklet 2011)
The most popular systems chosen in most organisation’s is either a computerised or a manual system for storage.
There are many systems that can be chosen dependant on the cost and how in-depth the analysis is needed to be carried out in the organisation. A computerised system enables trends to be easily collated and identified. It can be convenient and easy to obtain and sort information. Can often be a more secure way to retain data by having different levels of security based upon the individuals need for the information stored.
While computerised systems could be costly manual systems are cheaper to implement. Manual systems are reliable in that there isn’t a chance a manual system can crash unlike a computer system, which could also fail to hackers. Files are easily accessible and doesn’t require a computer to be turned on.
UK legislation’s to be considered relating to the recording, storage and accessibility of HR data
Limitation Act 1980
Is where the organisation’s documents may be relevant to a contractual claim, it is recommended by the CIPD fact sheet on retention that these be retained for at least the corresponding 6-year limitation period. This is based on the 6-year time limit within which legal proceedings must be commenced as laid down by the Limitation Act 1980 by issuing a claim form.
Data Protection Act 1998
The Data Protection Act 1998 replaces the 1984 Data Protection Act. The particular points to note in the 1998 Act are: Personal data shall be adequate, relevant and not excessive in relation to the purposes for which it is processed Includes information held in filing systems regardless of date location (manual, paper-based, and computerise Personal data shall be obtained only for lawful purposes, and shall not be processed in any manner incompatible with this Personal data shall be kept for no longer than is necessary for the purposes for which it is processed Personal data shall be subject to appropriate technical and organisational measures to protect against unauthorised or unlawful processing and accidental loss, destruction or damage 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 data protection.
CIPD (July 2013) fact sheet on retention of documents
2) ACAS (July 2011) Personnel data and record keeping booklet http://m.acas.org.uk/index.aspx?articleid=717
3) ACAS (July 2011) Personnel data and record keeping booklet http://m.acas.org.uk/index.aspx?articleid=717