Human Resources Information Essay Example for Free

Human Resources Information EssayIntroductionThis root word on selective development management has been compiled to exempt to you the reasons why HR information is important to an organisation, the types of data that should be recorded, the manners for collecting HR data and some of the UK legislation surrounding the recording, storing and get atibility of HR Data.Types of Data That Should Be Recorded and the Reasons WhyHR records include a wide range of data relating to individuals working in an organisation, for example, turn out or absence levels, hours worked and trade union agreements. This information may be stored in a variety of media, such as computer databases or written report files. (http//www.cipd.co.uk/hr-resources/factsheets/retention-hr-records.aspxlink_0, irritateed 3/3/2015) There atomic number 18 some statutory records that remove to be recorded and stored these statutory records must be unplowed because the right requires them. Statutory recor ds allow include things like the job title, address and emergency contact. Records such as pay and working hours resultbe stored to help management adhere to the Working Time Directive and the minimal Wage deport 1998. Non-statutory records ar unploughed for the internal purposes of the organisation.These records such as attendance, punctuality, skills, strengths and weaknesses can all be used to recognise trends within the company and aggregate management or big data so that managers can act on any trends that may need sorting. For example at P.P. Plasma Ltd thither is only one person in the sales department who is trained to read and understand proficient drawings. This person is currently in line for a promotion within the group of companies and will no longer be part of the sales team in the next eighteen months. After aggregating the records it has been identify that the manager of the drawing office has the skills to teach the other sales team members enough to fill thi s skills gap. different reasons for storing records could be to review capability issues induction records, training records and health and safety documentation should all appropriate the organisation to challenge staff on the reasons that they atomic number 18 not following procedures when they hold had training and have signed to show understanding. These will also show any other training that may be necessary. As evidence in case of any tribunal or discrimination challenges recruitment and pickax data and termination of employment data will show the organisation has been fair and unbiased in its selection process or how they have dealt with a termination without discrimination. regularitys of Storing HR DataPaper MethodThe paper method of storing records has legion(predicate) more disadvantages than advantages but for small organisations would still be a feasible solution to storing HR records. Data relating to employees is of a highly contentious and potentially litigious nature and has to be managed in accordance with compliance regulations. To do this manually is a daunting task and often liable(p) to malpractice. (http//www.ipcgroup.co.uk, accessed 7/3/2015) There atomic number 18 time limits on the information that can be kept and if you are storing this information manually then this also means that you must remove or spue information every so often. This means that data could be stored for too long.Aggregating all of the data smooth into big data can also be a challenge most of this data will need to be entered into spreadsheetsmanually in order to create the management data needed. Other issues with paper records are the cost of floor space needed to store the information, the difficulty of backing up such a governing body this would require the same amount of floor space on an alternate set and the security of the records some filing cabinets may be locked with a key but if somebody were to go to lock the cabinet then these files are open to anybody with access to the room.Digital MethodThe digital method could be a cheaper, much more secure, simple and timesaving solution to all organisations but especially the big ones. Given the low cost and the easy accessibility of electronic records storage, many employers are making the digital leap to paperless HR. These days, most records are created and maintained electronically, and some never even make their way to paper. (http//www.businessmanagementdaily.com, accessed 7/3/2015) Security on a digital system whether it be local or obscure based would be much easier to manage, an electronic record of anybody that as accessed data can be kept automatically and permissions can be set to allow some people to see records that others do not have permission to see for example at P.P.Plasma Ltd the Managing Director will have access to the HR of everybody in the organisation whereas a departmental manager will only have access to the records on their own staff. Space is on ly an issue of how much cloud space you can brook or how big a hard drive you can have in your server if you are doing it locally. When using a cloud based service you need to ensure that the cloud service that you are using has a backup system in case of a failure or inborn disaster and what the time constraints on these being implemented if needed. Whereas if you are using a local system you will need to speak with your IT department and ensure that the system is backed and removed from the site, this solution will also need a time constraint on how long the system will need to be put back into place.Other reasons to use a digital HR system would be that the data could be aggregated into management and big data easily, whether the HR system has this built in or the data needs to be copied into a spreadsheet or database in order to create graphs, charts , tables and reports. inquiring digital records could be done with a few clicks of the mouse and as long as the permissions are set up correctly this could also tell you who you need tospeak to in order to run into access to the information that you are searching for.UK Legislation regarding HR DataThere are many pieces of legislation surrounding the recording, accessing and storing of HR data but the two that I am going to explain are the Date Protection act 1998 and the Freedom of Information arrange 2000. The Data Protection Act 1998 controls how your personal information is used by organisations, businesses or the government. Anybody responsible for storing and accessing HR data has to follow the data protection principles. They must make sure the information isused fairly and lawfullyused for limit or specifically stated purposesused in a way that is adequate, relevant and not unreasonableaccuratekept for no longer than is absolutely necessaryhandled according to peoples data protection rightskept safe and securenot transferred outside the UK without adequate protectionAnybody who feels that there data has not been used in accordance to these principles can make a complaint to the organisation themselves and if they are still unhappy with the response can contact the Information Commissioners Office. The Freedom of Information Act 2000 gives the general public right of access to all types of recorded information held by public governing and those providing services for them. It also sets out exemptions from that right and places a number of obligations on public authorities.Recorded information includes printed documents, computer files, letters, emails, photographs, and sound or video recordings. In order to adhere to the Freedom of Information Act any person making a request to a public authority for information will be entitled to be informed whether that information is held. The Freedom of Information Act does not give people access to their own personal data such as their health records or ascribe reference file. If a member of the public wants to see information that a public authority holds more or less them, they should make a subject access request under the Data Protection Act 1998