Explain Why Some Employers Are Required To Keep Employment Records

All businesses and organisations have to check to see that the information they have stored is accurate. For example, the money coming in and going out have to be correctly recorded otherwise it will look as if the company has not made much profit and it can affect the share prices of the company, affect the employees as the company might not be able to pay the employees and will have to cut down on staff, lenders will not agree to lend money, etc.

The main purpose of storing information is for easy retrieval in the future when it is required. Storing certain information may be part of company policy. There will be procedures in place in order to make sure files are stored correctly and in line with data protection. Depending on the type of information, information can be stored in either filing cabinets or electronically. Depending on the nature of the business, different types of information will have to be stored, for example a legal practice needs information such as court

Employees should provide appropriate documentary evidence to prove they are entitled to work in the UK where necessary. Information on retirement entitlements and pension schemes available in the workplace are also detailed in an individuals contract: this includes details on who is entitled to a pension and how the pension scheme works. The contract also details rights relating to maternity and pregnancy. It also looks at absence detailing sickness pay and entitlements: sickness pay depends on length of service previous sickness records and benefits received from government sick pay schemes. Staff must notify the employer providing them with appropriate evidence of illness in accordance with the sickness

Organisations are required to keep data to meet legislative and regulatory law, such as pay records to supply to HMRC for tax and NI contributions and records of training given to staff to confirm with Health and Safety Act and Fire regulations.

There are two types of recording information, these are manual and electronic. There are security issues with both, security of electronic data/info has to be kept up to date and passwords changed regularly to help to stop unauthorised access, this also needs to be kept up to date regularly. There should also be a back up disk which should also have the same kind of security that paperwork has. Manually recording/storage should be kept in a secure place with access only to those that need it, this may be in a locked cupboard that the manager has the key for and you have to ask and sign for the use of. This also needs to be kept up to date and legible, if people cant read what is being put then this could have serious consequences for the service user.

The 7th Data Protection principle states ‘The Data Protection Act 1998 requires all organisations to have appropriate security to protect personal information against unlawful or unauthorised use or disclosure, and accidental loss, destruction or damage’ (ICO, 2012. P10). It referes to information that is kept on file whether it be electronically stored, i.e. on a hard drive, a flash drive or paper copies. The Act also gives individuals the right to request copies of all information a business may hold on them within 40 days

All of this information is stored and locked away in individual files in the manager’s office so that is not accessible for public view, all this information needs to be kept safe and secure to abide by confidentiality regulations. This information is only available to managerial staff when needed.

Legislation relating to employment exists to protect the rights of the employer and the employee. It also ensures that regulations, policies and procedures are being complied with.

The Data Protection Act (1998) requires that personal details and information must be kept secure and confidential. Confidentiality is necessary in any Health and Care Social setting because it maintains between the individuals and the organisation. An environment of trust encourages people to be open and honest with those who care for them. They provide all the details necessary so that they receive the best care possible. The employers are accountable to the regulators for protecting confidentiality .Preserving privacy and confidentiality is essential so that they do not risk the discipline of being struck off a professional register. Each member of the staff has a responsibility to ensure that the care record are accurate recorded. A clear information will aid patients to participate fully in decision making about their

As part of the government’s scheme in raising and maintaining national standards for recognised qualifications it is of importance to maintain certain records. Training Organisations are subject to inspection by OFSTED so have to keep records for performance, safety and financial reasons.

Another reason to collect and record data is to comply with legal requirements and legislation, for example the principle of equality. If we have in our HR department adequate personnel records, we can make sure we are complying with the law and therefore

Bviii; describe how your own work must be influenced by national factors such as codes of practice, national occupational standards, legislation and government initiatives.

It is essential for organisations to keep up to date and accurate records to ensure efficient

* Absence – The company needs to collect data on employee’s absence including annual leave and sickness. By keeping track of absence we can get an idea of any trends within 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