Recodring, Analysing and Using Hr Information

The organisation’s approach to collecting, storing and using HR data
“HR records and their retention are extremely complex and constantly changing areas requiring companies to have document retention policies and monitoring programmes.” (CIPD Website)
HR records incorporates a range of data relating to all employees working in the organisation i.e. training records, salaries, absenteeism, all of which may be stored electronically or manually. It is important for an organisation to collect and maintain efficient systems for storing data.

1.1 Reasons why the organisation needs to collect HR data
The organisation needs to collect HR data for numerous reasons, compliance with the legal requirements, business transfers, copies of contracts, contact details, information to make decisions, two of which are discussed below.

1. Information to make decisions
Providing good knowledge and information to the site is critical to make important decisions. Employees need access to accurate information on a daily basis to make decisions on different personal issues i.e. performance review, annual leave, overtime, and educational assistance. HR has a vital role to play to ensure that this information is available to all in a timely manner and the information is accurate.

2. Compliance with legal requirements
Every organisation has legal requirements. Government departments has an impact on the retention of HR data and can demand records such as how many people work in the organisation, what their wages are, and included in the Working Time Act regulations, they can request information on how many hours employees have worked. “The Organisation of Working Time Act sets out statutory rights for employees in respect of rest, maximum working time and holidays” (National Employment Rights Authority Website)
The HR department has the responsibility to maintain and ensure all legal documents of the organisation are maintained in a safe environment. These legal documents can be used for due diligence in business transfers and new hire contracts.

1.2 Types of data collected and how each supports HR practices
Within an organisation, there are numerous types of data collected, training records, performance reviews, absence reports, payroll, PRSI. This data is all relevant to the running of the organisation and needs to be maintained and stored in safe locations.

Performance Reviews
Reviews are used to set employees goals throughout the year and are then reviewed by teamleaders or managers. These help identify areas for enhancement and to help promote professional growth. HR provides the standard form for the performance review and also a grading scale for teamleaders and managers to use. Performance reviews support the HR practices by identifying employees training needs to help them development in their roles and in the organisation.

Absence Reports
“Absence management is the development and application of policies and procedures designed to reduce levels of absenteeism.” (Armstrong, 2011, page. 506) Accurate records of all absences must be kept and monitored closely.
Absence reports enables HR to make well-informed decisions on how best to deal with any problems that may develop and also an important aspect of dealing with sickness absence is ensuring that the employee concerned is granted the correct amount of paid.

1. Methods of storing records and the benefits of each
One of the biggest issues involved with records is the organising and storing of the records. There are two main ways in which organisations records can be kept: manual records and computerised records

1. Manual records are paper records
Manual records are simple and paper-based. There is no need for computer based training to produce such records. The advantages of manual records are they cannot be destroyed by power loss. Manual records are easy to maintain. Power failure, computer viruses and hackers cannot affect these records. Loss of records is less of a risk particularly if records are stored in a fire-proof environment.

2. Computerised Records are paperless records
Computerised records is an effective way to save space, cut storage costs, and make your business practices more environmentally friendly. This paperless method is an improved method to access records efficiently, consistently and is accurate when processing information. Easy retrieval of information is also an advantage. With computerised records, they are easier to transition to an electronic systems upgrade when needed.

2. Items of Irish legislation relating to the recording, storage and accessibility of HR data
Two essential items of Irish legislation relating to the recording, storage and accessibility of HR data are
1. Freedom of Information
2. Data Protection

Freedom of Information Act
The Freedom of Information Act commenced in Ireland in 1998. There are several aims to this act, including access of records, right to review and publication of information. The Act was introduced into Ireland to allow people access their records and make changes to them if necessary; it gives the members of the public the right to obtain access to official information to the greatest extent possible, consistent with the public interest and the right to privacy. It has also increased participation by the general public in Government process and has improved transparency in the operations of Government and public bodies.

Data Protection Act
The Data Protection Act was designed to protect individual’s personal data on how it is obtained, processed and stored. This applies to both manual and computerised records. Data controllers are those who process or control this data. There are several rules of data protection, some of which are to attain and process information fairly, maintain data only for specified and lawful purposes and to keep data accurate and up-to-date[pic][pic][pic][pic]