Recording, Analysing and using Human Resources Information
Recording, Analysing and using Human Resources Information
Date: 02/03/2015
Author: David Albinson
Circulation: All Staff
Contents
Contents 1
Introduction 2
Types of Data That Should Be Recorded and the Reasons Why 2
Methods of Storing HR Data 2
Paper Method 2
Digital Method 3
UK Legislation regarding HR Data 4
Bibliography 5
Introduction
This report on data management; has been compiled to explain to you the reasons why HR data is important to an organisation, the types of data that should be recorded, the methods for collecting HR data and some of the UK legislation surrounding the recording, storing and accessibility of HR Data.
Types of Data That Should Be Recorded and the Reasons Why
“HR records include a wide range of data relating to individuals working in an organisation, for example, pay or absence levels, hours worked and trade union agreements. This information may be stored in a variety of media, such as computer databases or paper files.” (http://www.cipd.co.uk/hr-resources/factsheets/retention-hr-records.aspx#link_0, accessed 3/3/2015)
There are some statutory records that need to be recorded and stored; these statutory records must be kept because the law requires them. Statutory records will include things like the job title, address and emergency contact. Records such as pay and working hours will be stored to help management adhere to the Working Time Directive and the Minimum Wage Act 1998.
Non-statutory records are kept for the internal purposes of the organisation. These records such as attendance, punctuality, skills, strengths and weaknesses can all be used to recognise trends within the company and aggregate management or big data so that managers can act on any trends that may need sorting. For example at P.P. Plasma Ltd there is only one person in the sales department who is trained to read and understand technical drawings. This person is currently in line for a promotion within the group of companies and will no longer be
Date: 02/03/2015
Author: David Albinson
Circulation: All Staff
Contents
Contents 1
Introduction 2
Types of Data That Should Be Recorded and the Reasons Why 2
Methods of Storing HR Data 2
Paper Method 2
Digital Method 3
UK Legislation regarding HR Data 4
Bibliography 5
Introduction
This report on data management; has been compiled to explain to you the reasons why HR data is important to an organisation, the types of data that should be recorded, the methods for collecting HR data and some of the UK legislation surrounding the recording, storing and accessibility of HR Data.
Types of Data That Should Be Recorded and the Reasons Why
“HR records include a wide range of data relating to individuals working in an organisation, for example, pay or absence levels, hours worked and trade union agreements. This information may be stored in a variety of media, such as computer databases or paper files.” (http://www.cipd.co.uk/hr-resources/factsheets/retention-hr-records.aspx#link_0, accessed 3/3/2015)
There are some statutory records that need to be recorded and stored; these statutory records must be kept because the law requires them. Statutory records will include things like the job title, address and emergency contact. Records such as pay and working hours will be stored to help management adhere to the Working Time Directive and the Minimum Wage Act 1998.
Non-statutory records are kept for the internal purposes of the organisation. These records such as attendance, punctuality, skills, strengths and weaknesses can all be used to recognise trends within the company and aggregate management or big data so that managers can act on any trends that may need sorting. For example at P.P. Plasma Ltd there is only one person in the sales department who is trained to read and understand technical drawings. This person is currently in line for a promotion within the group of companies and will no longer be
Bibliography: Retention of HR Records, http://www.cipd.co.uk/hr-resources/factsheets/retention-hr-records.aspx#link_0 , accessed 3/3/2015 Whats the best way to store HR records?, http://www.ipcgroup.co.uk/information-management-blog/items/what-is-the-best-way-to-store-hr-records.html, accessed 7/3/15 Making the leap to electronic records: 4 legal considerations, http://www.businessmanagementdaily.com/14821/making-the-leap-to-electronic-records-4-legal-considerations#_, accessed 7/3/15