3 Rai Essay

814 Words4 Pages
Recording, Analysing and Using HR Information – 3RAI

Activity 1

Two Reasons Why Organisations Need To Collect HR Data

1) Organisations need to collect HR data to comply with legislative and regulatory requirements such as equal opportunities monitoring, equal pay audits, recruitment planning, assessing skills balance, minimum wage, working time directive and health and safety.

2) Organisations also keep information records on training and performance for employees, this enables the management team to assess each individual employee for productivity and possibly identify training needs. By doing this the management team can assess the productivity within the business.

Two Types Of Data Collected and How Each Supports HR
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Another benefit is that it allows the office to operate in a smaller environment, because a great deal of space is not required for storing documents in a paper filing system.

Two Essential Items of UK Legislation relating to Recording and Storing HR Data

1) Data Protection Act 1998

The Data Protection Act 1998 applies to all personnel records, whether held in paper or computerised format. Under the Data Protection Act, data must not be kept longer than is necessary unless it’s 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 legal
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