Report on Data Management

Topics: Data Protection Act 1998, Data, Data management Pages: 11 (1236 words) Published: September 9, 2014

Activity 1
Report on Data Management

Contents Page

Why Collect HR Data
Types of HR Data and how it supports HR
Data Storage and its Benefits
Essential UK legislations relating to recording, storing and accessing HR data 5-6
Reference List

HR data would need to be stored by all organisations due to either legal requirements or internal purposes. This report will uncover types of data and methods of storing them. The last segment of the report will cover legislations that affect HR data as ‘there is a substantial and complex amount of EU and UK legislation that has an impact upon the retention of personnel and other related records’(Retention of HR records, 2013) Why Collect HR Data

HR data can be collected for various reasons in an organisation. There are two reasons listed below: Productivity: appraisals records are collected so that managers can assess the productivity of their staff and team. It can also be useful for employees to know their potential within the team and can use it for their career progression. Legal Compliance: Payroll data would be important for the HM Revenue and Customs to calculate taxes whereas health and safety records can help the company to improve their environment and allow them to be compliant with the Health and Safety Act. Also certain data can be used as evidence in any legal proceedings that the company may have to face. Types of HR Data and how it supports HR

‘Monitoring records enables personnel to amend or reformulate policies and procedures.’(Personnel data and record keeping, 2011) Below are 2 types of data that HR collects:
Recruitment and Selection- records on staff turnover and vacancies can be important for HR as it informs them when and for which team to recruit for and also allows them to see the trend in each team depending on its staff turnover. This would also include appraisal records which would inform them if an employee or team needs training. Absence Data-the absence reports, complied from the absence data gives HR an indication of which department is suffering most from high absentees and allows them to rethink the working patterns. It also helps them to calculate the cost of absenteeism to the organisation.

Data Storage and its Benefits
Data can be stored in several methods. However, below are 2 key methods which can be used along with their benefits. 1. Manual / Paper based- keeping records on paper in a filing cabinet Files cannot be destroyed with any virus

Information can be accessed without any password restrictions Members do not need to be PC literate to find data
2. Computerised filing
More than one user can access the information at the same time Large volumes of data can be stored and accessed easily
Data can be used to compile reports and identify trends with the latest programmes on computer Most companies prefer their records to be stored electronically as it is efficient and easily accessible. However, there are certain companies which use both methods as certain records do not need to be stored for a longer period of time, hence can be filed away in cabinets. Essential UK legislations relating to recording, storing and accessing HR data There are several legislations that affect the retention of HR data. Below are two such legislations. Data Protection Act 1998 (DPA)

DPA applies to most HR records, whether held in paper or on computer. DPA controls how personal information of living individuals is used by organisations, businesses or the government. It came into force on March 2000. There are 8 data protection principles the data controller needs to comply to in order to handle data correctly: 1. ‘adequate, relevant and not excessive

2. fairly and lawfully processed
3. processed for limited purposes
4. accurate
5. not kept for longer than is necessary
6. processed in line...
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