Analysing and Storing Data

Topics: Computer, Data, Data Protection Act 1998 Pages: 5 (1242 words) Published: February 15, 2013

Data management within Human Resources (HR) is essential as this can be used when organisations have to make decisions, contact employees and also satisfy legal requirements.

Aims and Objectives
The aim of this report is to show the importance of why organisations must collect HR data. The objectives are:
* To identify two types of data organisations must collect and how this supports HR * To describe two methods of storing HR records and the benefits of each * To explain two essential item of UK legislation relating to recording, storing and accessibility of HR data

Discussion: Why should organisations collect data?
The advisory, Conciliation and Arbitrations Service (ACAS) suggest no matter how small an organisation is records of all employees should be kept (Leatherbarrow 2010 pg78) Martin and Jackson (2005 pg69) suggest 6 reasons why information should be kept: * To provide Organisations with information when making decisions-forming strategies and processes * Organisations can keep contact details for employees

* If decisions about an employee’s future need to be made evidence will be visible to make the decision * If a claim is made against the company evidence can be given * New policies and procedures can be bought in by organisations * To satisfy legal requirements

Figure 1: Data that can be collected and how it supports HR
Data collected| How data is collected| How data supports HR| ContractOpt out declarationNext of KinBank DetailsInterview Form| Paper- original copies are kept in the employee files| Operationally * Pay * Rotas/availability * Meet with working time regulations 1998| Return to Work Interviews (RTWI)| By the manager and recorded on paper with the employee present| Tactically – Trends, patterns and days| Rota and Timesheets| Both paper copy and also computer.Timesheets can be kept through a system called ‘Time & Attendance (T & A)’| Operationally – * Ensures employees are paid correctly * Enables shift changes to be amended * T & A ensures sickness is logged through no show reports so enables correct data to be collected systematically| Employee Induction Workbooks| Paper copy, completed by new employee and manager| Ensures correct information is given and all aspects of the induction are covered| Investigation minutes/disciplinary minutes/outcome minutes| Written on paper files, by a witness, and originals kept in employees personnel file. If a disciplinary takes place and an outcome made, this decision should then be updated on a computer system| If further disciplinary action takes place, the warning can be found quickly and easily on a computer system rather than sifting through paper files. |

How do Organisations store HR data?
Data can be stored in 2 main ways across the majority of organisations: 1. Manually – files written or printed on sheets of paper 2. Computerised – Systematic, factual and information based Figure 2: How information is stored and the benefits of method of storage Method of storage| Type of data| Benefits of method|

Manually| Personnel files consisting of: * Contract * Opt Out * Emergency ContactRTWIInvestigation meeting minutesDisciplinary minutes/outcome lettersRota changesPerformance action plansAppraisalsApplications forms Interview notes References| -The original documents will provide details of exact information that were used to make decisions i.e. in tribunals the original documents must be provided.-Interview forms show that no Bias occurred when making decisions-Information can be readily available when requested| Computerised| RotasTimesheets – T & AEmployee details entered onto system on day one i.e. contact details, next of kin Application formsOnline trainingTurnoverAbsence logsLateness| -provides information when decision need to be made about an employee’s future e.g. promotion or pay rise-Cost effective-If information is...

References: * Martin, M., and Jackson, T. (2008) Personnel Practice. 4th Ed. LONDON CIPD
* ACAS (2011) Personnel data and record keeping, Available at: (Accessed: 29th January 2013)
* Leatherbarrow, C. (2011) Introduction to Human Resource Management: a guide to HR in practice. 2nd Ed. CPD
* Maximum Weekly Working Hours, Available at: (Accessed 29th January 2013)
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