Essay on Cipd Recording, Analysing Data Activity 1

785 Words May 18th, 2012 4 Pages
Recording, Analysing and Using HR Information

Two Reasons Why Organisations Need To Collect HR Data

1) To comply with legislative and regulatory requirements – Organisations need to collect data in order to comply with regulations such as minimum wage, working time directive, health and safety and even health and safety.

2) Keeping training and performance records on employees enables management to assess individual productivity and performance and allows them to help the employee reach there full potential and in turn increase productivity.

Two Types Of Data Collected and How Each Supports HR Practices

1) Statutory Records - Such as tax, national insurance contributions, sickness and SSP, hours worked
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Two Essential Items of UK Legislation relating to Recording and Storing HR Data

Data Protection Act 1998

The Data Protection Act 1998 applies to most personnel records, whether held in paper or computerised format. Under the Data Protection Act, data must not be kept any longer than is necessary for a particular purpose.

Computerised systems are covered by the law, as are certain manual systems: to be covered, manual systems must be organised into a 'relevant filing system'.

Subject to certain exceptions as detailed in Schedule 7 of the Data Protection Act, employees have the right to access their records and the employer is under an obligation to ensure that the data is accurate. Before releasing such data to a third party, the employer must seek the permission of the individual concerned.

The Information Commissioner has issued an Employment Practices Data Protection Code in four parts:

• Part 1: Recruitment and selection • Part 2: Employment records • Part 3: Monitoring at work • Part 4: Information about workers health.
In the event that employment contracts/accident record books and other personnel records are needed for the purpose of a legal action, the originals must be made available if possible or the employer must explain what happened to the original documents backed up by what is known as a 'statement of truth'.

When employers really no longer need to keep certain data, destruction must take place

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