Recording, analysing and using HR Information
There are several reasons why it is important for the company to collect, store and use HR data these include meeting legislation, workforce planning & budgeting.
The primary information gathered is personnel details including start date, job title, name, address, contact number, D.O.B, National Insurance number, bank details this is then used to run payroll but additionally can be used for retirement details, length of service and department salary costs.
Leave and absence records are collected so they can be used to plan labour to reduce the risk of disrupting production and if required, bring in temporary labour. Absence records are kept to monitor trends i.e., if it is the same person - is it ongoing condition, if they is ...view middle of the document...
It is a daily clocking system which can be used for fire drills but it records all holidays booked / absence / lateness / training days etc. Notes can be also added under the tabs to explain reasons. Managers have access only to their team information so they are able to run reports on absence to follow the absence control procedure.
Another way documents can be stored is onto the HR drive, access for the drive can be given by the I.T. only for HR personnel and only by their login into the system. The drive is then broken down into a number of folders including absence, discipline, grievances, liability claims etc, and then by person. Everything that goes into the paper file can then also be scanned and saved into this drive. The benefit for storing records on the drive makes it more accessible for referring back to and there is a daily back up on the system.
By keeping accurate records and the security of having locked cabinets and password controlled software protects unauthorised access which is a legislation requirement under the Data Protection Act 1998
The Data Protection Act has 8 principals which must be complied to, as follows:
Information must be:
• used fairly and lawfully
• used for limited, specifically stated purposes
• used in a way that is adequate, relevant and not excessive
• kept for no longer than is absolutely necessary
• handled according to people’s data protection rights
• kept safe and secure
• not transferred outside the European Economic Area without adequate protection
Employees have the right to request what information is held on record and must do so in writing, the company can also charge an admin fee which should be no more than £10.
As a private limited company the Freedom of Information Act 200 does not apply to us.