Recording, Analysing and Using Hr Information
RECORDING, ANALYSING AND USING HR INFORMATION
CONTENTS 1- Introduction 2- What records need to be kept and the reasons: a. Personal details b. Attendance records 3- Methods of storage 4- Current legislation 5- Conclusion 6- Bibliography
1-Introduction: Recording, analyzing and using HR information
All organizations, however large or small, need to keep certain records, some because the law requires them, and some for internal purposes.
Our Company only requests the information that is directly relevant to the needs of the job and the organization.
2- What records our company keeps and the reasons to supports HR practices:
a- Personal details
Name, date of birth, staff number and identification number –The name and staff/identification number for alphabetical and numerical filing and the age for pay roll and retirement purposes.
Tax and Social Insurance numbers- to make accurate monthly contributions to government bodies.
Bank details – required to credit wages.
Next of kin –needed in case of accident and emergency and also for pension and insurance purposes in the event of death.
It is a legislative requirement to hold and record personal information and to do so in keeping with data protection legislation.
b- Attendance records
Annual Leave – this is required to ensure that the individual does not go over the entitlement and to have visibility to be able to forward plan. The Manager has the need to have this information to ensure that he has the right amount of people at work to provide the standard of service required and meet the objectives.
Sick Leave- to ensure that the individual does not go over the entitlement, to establish any trends and if exceeded could have deductions made in pay. This record would also be instrumental to be able to initiate disciplinary procedure for Capability.
Maternity/Paternity Leave- this record needs to be kept as there is a need to know how
CONTENTS 1- Introduction 2- What records need to be kept and the reasons: a. Personal details b. Attendance records 3- Methods of storage 4- Current legislation 5- Conclusion 6- Bibliography
1-Introduction: Recording, analyzing and using HR information
All organizations, however large or small, need to keep certain records, some because the law requires them, and some for internal purposes.
Our Company only requests the information that is directly relevant to the needs of the job and the organization.
2- What records our company keeps and the reasons to supports HR practices:
a- Personal details
Name, date of birth, staff number and identification number –The name and staff/identification number for alphabetical and numerical filing and the age for pay roll and retirement purposes.
Tax and Social Insurance numbers- to make accurate monthly contributions to government bodies.
Bank details – required to credit wages.
Next of kin –needed in case of accident and emergency and also for pension and insurance purposes in the event of death.
It is a legislative requirement to hold and record personal information and to do so in keeping with data protection legislation.
b- Attendance records
Annual Leave – this is required to ensure that the individual does not go over the entitlement and to have visibility to be able to forward plan. The Manager has the need to have this information to ensure that he has the right amount of people at work to provide the standard of service required and meet the objectives.
Sick Leave- to ensure that the individual does not go over the entitlement, to establish any trends and if exceeded could have deductions made in pay. This record would also be instrumental to be able to initiate disciplinary procedure for Capability.
Maternity/Paternity Leave- this record needs to be kept as there is a need to know how
Bibliography: * Data Protection Act 1998 * www.ico.gov.uk * http://www.acas.org.uk/index.aspx?articleid=1461 * A handbook of Human resource management practice. Michael Armstrong