Further to your request for the review of the organisation’s approach to collecting, storing and using HR data please see the briefing note below:
There are a variety of reasons why an organisation needs to collect HR data, these could be to satisfy legal requirements, provide relevant information in decision making and for consultation requirement, recording contractual arrangements and agreements, keep contact details of employees, provide documentation in the event of a claim against the organisation.
Government departments’ including HMRC can demand information from the business on how many people are employed, what they are paid, what they have been paid over a number of years and how many hours they have worked. The working time regulations and national minimum wage act each require specific records relating to hours of work and pay details.
An organisation collects absence data, which is collected and inputted into a HR system, once the data is in the system we can pull off reports which can show trends in sickness, by division or department and analyse the data to see if there are any patterns and look at trigger levels.
An organisation can collect Performance Appraisals and use the data from these forms to see how many appraisals were completed by division or department and see if there are any learning and development needs within the organisation.
There are many methods of storing records they can be stored in filing cabinets which make for ease of access when trying to look at a paper trail on something, records can be on an online database which makes the information easily accessible and you can pull data off the database and create reports which can be run to show certain figures, e.g. sickness, training records, etc.
Making the HR online database accessible via e-HR means that employees can access their own HR record and update some of their personal details i.e contact no. residential address.