Documenti di Didattica
Documenti di Professioni
Documenti di Cultura
Introduction
Why organisations need to collect HR data
Methods of storing records
Legislation covering HR records
Conclusion and recommendations
1.Introduction
This report is about the importance of understanding why organisations collect data and how
that information can be used to support HR functions. It will cover how information or data
should be recorded, managed and stored correctly in line with legislation. We will discuss how
HR information can be analysed to identify trends and how it can be used to inform decision
making.
2. Why organisations need to collect HR Data
Organisations need to collect data from and on their employees for many different reasons
some of these include:
Referencing new employees This is an important source of data as it
corroborates the employment history of an employee as stated on their CV or
application. Upon receipt of completed reference form, the HR department will
contact the listed referees usually by post. It is normal for companies to request
more than one reference to gain a rounder picture of an individual. The most
important facts from the references are dates of employment, job role, reason for
leaving and if there were any live warnings at the end of employment.
References can also be sent to a character referee who will be asked questions
on the employees honesty, integrity and personality. When a reference response
is received it is kept in the employees file as evidence that the check has taken
place.
Sickness records On a monthly basis, department mangers submit a log of all
sickness in their department. Using these records we update our HR system with
the relevant information. It is important that these details are recorded and input
accurately as individual sickness levels are monitored and can have an impact
on pay if the levels are unacceptable, medical notes issued by a doctor are
scanned and emailed to payroll. In addition we ask the managers to complete a
return to work interview to determine the reason for the absence and if there is
anything that can be put in place to prevent it happening again. These interview
notes are held on the employee staff file.
3. Methods of storing records
The two main methods of storage used in our HR function are manual and electronic. There
are positives and negatives to each which is why we use a mixture of these methods to keep
our records up to date.
Manual Storage
Positives
Can be found easily (if filed correctly).
Can be scanned to produce digital or
electronic copies.
No questions of legitimacy.
Easier to read than digital/on screen
copies.
Electronic Storage
Positives
Easily shared between parties.
Negatives
It can take time to find documents.
Easy to mis-file information.
Time taken to file documents.
Physical space is required.
Can
Negatives
take time to
find
correct
A payroll spreadsheet is completed with the staff names and number of hours worked in
a month, this is submitted to the payroll team for processing.
The spreadsheet also updates the hours log which is used by the finance team to check
that the number of hours work are within the budgeted amount set.
The business managers compare the number of hours worked to the volume of work
that has been processed and will request additional hours if deemed necessary.
Without the collation of this information, it would be difficult for HR to understand the needs
of the business, I believe this shows that a push on training our staff to work smarter would
reduce the number of hours that need to be worked outside of normal business hours. It
would also be harder for the finance function to see the seasonal trends where the workload
peaks.