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...
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