Recording, Analysing & Using Hr Information
Introduction
This document will review the organisation’s approach to collecting, storing and using HR data. It will cover why the organisation needs to collect HR data, the different types of data that is collected and how it is beneficial to HR, different storing methods and their benefit and UK legislation relating to the recording, storage and access to HR data.
HR data contains highly sensitive information such as salary, pension information, grievances, and basic personnel information (name, address, and telephone details). A fine can be enforced up to £500.000 in an organisation is found to have breached data protection.
Data Management:
There are many different reasons why an organisation needs to collect HR data from ensuring legal requirements are meet, to provide relevant information in decision making and planning, health and safety, protection from claims, working time directive. If used correctly it can serve as a very useful management tool.
Holding recruitment new starter paperwork that contains a national insurance number and passport picture is essential to proving someone is eligible to work in the UK, without proof of eligibility the organisation can face a fine.
Inductions record when an employee has been through the necessary requirements to do their role such as a health and safety course, and manual handling. This can protect the organisation if a claim was to rise with regards to injury or illness.
If an employee raises a grievance as they have reached an unacceptable level of sickness. We can use the data held on our systems with regard to absences to prove when they have been in work and for how long, if we keep meeting notes we can also prove how we evaluated the situation and the action that was taken which can be used if it went to a tribunal, or if HR was looking at process management.
The Inland Revenue can request data at any point from mileage, expenses, salary, national insurance, therefore it is essential we keep
This document will review the organisation’s approach to collecting, storing and using HR data. It will cover why the organisation needs to collect HR data, the different types of data that is collected and how it is beneficial to HR, different storing methods and their benefit and UK legislation relating to the recording, storage and access to HR data.
HR data contains highly sensitive information such as salary, pension information, grievances, and basic personnel information (name, address, and telephone details). A fine can be enforced up to £500.000 in an organisation is found to have breached data protection.
Data Management:
There are many different reasons why an organisation needs to collect HR data from ensuring legal requirements are meet, to provide relevant information in decision making and planning, health and safety, protection from claims, working time directive. If used correctly it can serve as a very useful management tool.
Holding recruitment new starter paperwork that contains a national insurance number and passport picture is essential to proving someone is eligible to work in the UK, without proof of eligibility the organisation can face a fine.
Inductions record when an employee has been through the necessary requirements to do their role such as a health and safety course, and manual handling. This can protect the organisation if a claim was to rise with regards to injury or illness.
If an employee raises a grievance as they have reached an unacceptable level of sickness. We can use the data held on our systems with regard to absences to prove when they have been in work and for how long, if we keep meeting notes we can also prove how we evaluated the situation and the action that was taken which can be used if it went to a tribunal, or if HR was looking at process management.
The Inland Revenue can request data at any point from mileage, expenses, salary, national insurance, therefore it is essential we keep