Recording, analysing and using HR information Review Essay

Contents scalawag One human action of briefing notePage ii Contents pagePage Three Two reasons why the organisation unavoidablenesss to absorb HR entropy Page Four Two types of data that is collected within the organisation and how each supports HR practices Page Five A definition of two methods of storing records and the benefits Page Six boundarys 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 safe keeping atomic number 18 extremely complex and constantly changing areas requiring companies to have text file retention policies and monitoring programmes. (CIPD Website)Two reasons why the organisation needs to collect HR dataTo comply with legislative and regulatory requirements Such as minimum wage, hours of work based on the working time directive, task and national insurance purposes.Organisati onal Records Such as recruitment and selection records, absence, cater turnover records, learning and development records. Provides tuition affecting the state of an organisation.Two types of data that is collected within the organisation and how it supports HR practicesOrganisational records enables an organisation to sour informed decisions, these types of records are essential to monitor absence levels and recruit when necessary, to construe productivity is effective and ensure that staff are maintaining a last level of efficiency through learning and development activities.Statutory regulation Ensures practices are fair and consistent, and the treatment of employees pot be monitored and standardised for everyone, this similarly 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, whitethorn 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 cusp 2011)Two methods of storing records and the benefits of eachACAS suggests all organisations regardless of size need to keep accurate records of in that respect employees. at that placefore thought should be devoted by an organisation on how this data should be stored, and the type of agreement that is most suitable to the organisation. (ACAS Personnel data and record keeping leaflet 2011)The most popular systems chosen in most organisations is either a computerised or a manual system for storage.Computerised systemsThere 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 balmy to obtain and sort information. Can often be a more secure way to retain data by having different levels of protection based upon the individuals need for the information stored.Manual systemsWhile computerised systems could be expensive manual systems are cheaper to implement. Manual systems are reliable in that there isnt a chance a manual system can crash unlike a computer system, which could also fail to hackers. Files are easily accessible and doesnt require a computer to be turned on.UK legislations to be considered relating to the recording, storage and accessibility of HR dataLimitation Act 1980Is where the organisations documents may be relevant to a contractual claim, it is recommended by the CIPD fact cruise on retention that these be retained for at least the corresponding 6-year bound period. This is based on the 6-year time limit within which legal transactions must be commenced as laid down by the Limitation Act 1980 by issuing a claim form.Data trade protection Act 1998The Data Protection Act 1998 replaces the 1984 Data Protection Act. The crabby points to note in the 1998 Act are in-person 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 in-person 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 ground outside the European Economic Area unless that country or rule ensures an adequate level of data protection.Reference listCIPD (July 2013) fact sheet on retention of documentswww.cipd.co .uk/hr-resources/factsheets/retention-hr-records.aspx2) ACAS (July 2011) Personnel data and record keeping booklet http//m.acas.org.uk/index.aspx?articleid=7173) ACAS (July 2011) Personnel data and record keeping booklet http//m.acas.org.uk/index.aspx?articleid=717