Why HR collects dataAccording to Martin at al (2010, pg.
278) there are seven reasons HR collect data: To satisfy legal requirements, To provide the organisation with information to make decisions, To record contractual arrangements and agreements, To keep contact details of employees, To provide documentation in the event of a claim against the organisation, To provide information for consultation requirements and For due diligence in the event of a business transfer. To satisfy legal requirementsThe HR department may need to give information to other government departments. They may need to know how many staff are employed, their salary, what they have been paid over previous years and how many hours they have worked. The Council already work to legislations such as, The Working Time Regulations (1998) and the National Minimum Wage (1998). To record contractual arrangements and agreementsThis is a legal requirement and also supports good practice to provide written particulars of employment, these needs to be done within 8 weeks from commencement of employment. Less employment problems are likely to happen when all parties are clear about what has been agreed. HR needs to keep these records to fall back in case of disputes which can lead to Employment Tribunals.
Data the Council collectThe Council collect sickness records as they need to be aware of how many occasions an employee have been off. There may be an underlying issue which could be work related so they need to look into this and maybe refer the employee to Occupational Health. The Council also keeps a record of staff turnover. This is important to HR as they need to know if a high volume of staff are leaving.
There may be a particular problem within a department. HR would need to find out what these problems are. This can be done by carryingout exit interviews. Two methods of storing recordsThe Council store manual and computerised records. There are advantages for both: Manual:Files are always availableLess expensiveData loss is less of a riskDetails are more accurateComputerised:Takes up less spaceEasier to locate informationEasier to updateMore than one person can accessEssential items of UK legislationThe Council must comply with the Data Protection Principles when recording, storing and accessing HR data. There are 8 Data Protection Principles: Personal data must be:1.
Processed fairly and lawfully2. Processed only for purposes intended3. Adequate, relevant and excessive with regard to the purposes intended 4. Accurate and up to date5. Maintained no longer than necessary with regard to the intended purposes 6. Processed in a way that meets the rights of the individual 7. Protected by appropriate controls8.
Not sent to countries outside the EU without adequate data protection. Explanations of two of these legislations are below:Fairly and lawfullyThis is done by making sure all employees give their consent to HR storing their details. The Council has a legal obligation to store information for Council Tax purposes. Accurate and up to dateHR are responsible for ensuring any data stored is accurate. They can keep records up to date by asking employees to check and update their own records.
BibliographyMartin, M., Whiting, F. and Jackson, T. (2010) Human Resource Practice, (5th ed.) London: Chartered Institute of Personnel and Development.