Collecting and Storing HR Data
Collecting, storing and using L&D/HR data
It is important that our organisation collects and records L&D/HR data, for example we may need to use L&D data when we are having inspections in our homes so that we can prove our staffs are compliant on their training. By collecting and recording data also helps us to ensuring the best use of our resources, for example exit interview data can be used to help us identify issues. We can use this information to make improvements.
Organisations collect many different types of L&D/HR data which helps HR make decisions. Recruitment data is a legal requirement. It is collected to ensure we make fair decisions and we can use this data as evidence to collect us from a discrimination claim. Another type of data collected is reward data which could include things like pay scales, benefit packages and bonuses. This data can be used to ensure we are providing equal pay for equal value of work.
There are 2 ways of storing and recording HR data.
1. Paper
2. Electronic
There are advantages and disadvantages of each. Please see detailed below.
Paper
Genuine and original
Useful in the event of a tribunal
Can’t be easily changed
Back up
Electronic
Saves storage
Moving with technology
Can analyse it easily
Transferable
Can access files from anywhere
Cheap to transfer
UK Legislation relating to the recording, storing and accessibility of HR data
The freedom of information act 2000 enables the right to ask any organisation in the public sector for recording information that they keep on any subject. There are no restrictions on who can make a request. You must make a written request detailing your name, address and the information you require. You may have to pay a small fee and your request should be responded to within 20 days. HR will need to provide advice and assistance to anyone requesting information and tell the enquirer whether you hold the information they are requesting. By keeping
It is important that our organisation collects and records L&D/HR data, for example we may need to use L&D data when we are having inspections in our homes so that we can prove our staffs are compliant on their training. By collecting and recording data also helps us to ensuring the best use of our resources, for example exit interview data can be used to help us identify issues. We can use this information to make improvements.
Organisations collect many different types of L&D/HR data which helps HR make decisions. Recruitment data is a legal requirement. It is collected to ensure we make fair decisions and we can use this data as evidence to collect us from a discrimination claim. Another type of data collected is reward data which could include things like pay scales, benefit packages and bonuses. This data can be used to ensure we are providing equal pay for equal value of work.
There are 2 ways of storing and recording HR data.
1. Paper
2. Electronic
There are advantages and disadvantages of each. Please see detailed below.
Paper
Genuine and original
Useful in the event of a tribunal
Can’t be easily changed
Back up
Electronic
Saves storage
Moving with technology
Can analyse it easily
Transferable
Can access files from anywhere
Cheap to transfer
UK Legislation relating to the recording, storing and accessibility of HR data
The freedom of information act 2000 enables the right to ask any organisation in the public sector for recording information that they keep on any subject. There are no restrictions on who can make a request. You must make a written request detailing your name, address and the information you require. You may have to pay a small fee and your request should be responded to within 20 days. HR will need to provide advice and assistance to anyone requesting information and tell the enquirer whether you hold the information they are requesting. By keeping