Recording, Analysing & Using HR Information Essay

This document will review the nerves approach to collecting, storing and using HR data. It will cover why the organisation needs to collect HR data, the divers(prenominal) types of data that is collected and how it is full to HR, different storing methods and their benefit and UK legislation relating to the recording, storage and access to HR data. HR data contains highly sensitive information such(prenominal) as salary, subsidy information, grievances, and basic personnel information (name, address, and telephone details). A fine stooge be enforced up to ? 500. 000 in an organisation is found to call for breached data protection.Data Management thither are m whatever different reasons why an organisation needs to collect HR data from ensuring statutory requirements are meet, to provide relevant information in decision making and planning, wellness and safety, protection from rubrics, working time directive. If used correctly it chamberpot serve as a very useful management t ool. safekeeping recruitment new starter paperwork that contains a national insurance bite and passport picture is essential to proving someone is eligible to work in the UK, without proof of eligibility the organisation goat face a fine.Inductions record when an employee has been through with(predicate) the necessary requirements to do their role such as a health and safety course, and manual handling. This gouge protect the organisation if a claim was to rise with requires to injury or illness. If an employee raises a grievance as they spend a penny reached an unacceptable level of sickness. We can use the data held on our systems with regard to absences to prove when they have been in work and for how long, if we keep meeting notes we can also prove how we evaluated the situation and the action that was taken which can be used if it went to a tribunal, or if HR was looking at touch management.The Inland Revenue can invite data at any point from mileage, expenses, salary, national insurance, therefore it is essential we keep records such as P60, payslips, expense reports so this data can be crossed checkered and proof that we have paid an employee correctly. Data Storage From the moment an application is received to the moment an employee receives their P45 an organisation holds data. We call this the Life Cycle of and Employee. There are two methods in which we store data Manual Records This can be filing cabinets and folders held within storage cupboards.His is kept mainly as a backup should electronic systems fail or where original documents mustiness be retained as a legal requirement such as a maternity MATB1 form. The benefits of this are the data is easily complaisant and will not be prone to any electrical personnel failures or computerised scams which corrupt data. However there is the risk of keys being incapacitated or data being seen by unauthorised personnel if it is not put away correctly. To prevent such occurrence a blow over desk policy could be implemented.Systems This can be excel spreadsheets that hold reports and striking to other systems such as SAP, which is where we hold employee information such as address, salary, pension, hours worked, absences. The benefits of this method means you do not have to search legion(predicate) files as the data is held in one place, which is useful if an employee data request is received. As a sustainable organisation it benefits the environment as we dresst use paper. Documents are easily maintained and can be moved to different servers or USB devices for storage.