Recording, Analysing and using Human Resources Information

Topics: Data Protection Act 1998, Data, Data management Pages: 6 (1459 words) Published: June 17, 2015

Recording, Analysing and using Human Resources Information

Date: 02/03/2015
Author: David Albinson

Circulation: All Staff

Types of Data That Should Be Recorded and the Reasons Why2
Methods of Storing HR Data2
Paper Method2
Digital Method3
UK Legislation regarding HR Data4

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.” (, 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 part of the sales team in the next eighteen months. After aggregating the records it has been identified that the manager of the drawing office has the skills to teach the other sales team members enough to fill this skills gap. Other reasons for storing records could be to review capability issues; induction records, training records and health and safety documentation should all allow the organisation to challenge staff on the reasons that they are not following procedures when they have had training and have signed to show understanding. These will also show any other training that may be necessary. As evidence in case of any tribunal or discrimination challenges; recruitment and selection data and termination of employment data will show the organisation has been fair and unbiased in its selection process or how they have dealt with a termination without discrimination. Methods of Storing HR Data

Paper Method
The paper method of storing records has many more disadvantages than advantages; but for small organisations would still be a viable solution to storing HR records. “Data relating to employees is of a highly contentious and potentially litigious nature and has to be managed in accordance with compliance regulations. To do this manually is a daunting task and often liable to malpractice.” (, accessed 7/3/2015) There are time limits on the information that can be kept and if you are storing this information manually then this also means that you must remove or redact information every so often. This means that data could be stored for too long. Aggregating all of the data collected into big data can also be a challenge; most of this data will need to be entered into spreadsheets manually in order to create the management data needed. Other issues with paper records are the cost of floor space needed to store the information, the difficulty of backing up such a system; this would require the same...

Bibliography: Retention of HR Records, , accessed 3/3/2015
Whats the best way to store HR records?,, accessed 7/3/15
Making the leap to electronic records: 4 legal considerations,, accessed 7/3/15
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