1-Introduction: Recording, analyzing and using HR information
All organizations, however large or small, need to keep certain records, some because the law requires them, and some for internal purposes.
Our Company only requests the information that is directly relevant to the needs of the job and the organization.
2- What records our company keeps and the reasons to supports HR practices:
a- Personal details
Name, date of birth, staff number and identification number –The name and staff/identification number for alphabetical and numerical filing and the age for pay roll and retirement purposes.
Tax and Social Insurance numbers- to make accurate monthly contributions to government bodies.
Bank details – required to credit wages.
Next of kin –needed in case of accident and emergency and also for pension and insurance purposes in the event of death.
It is a legislative requirement to hold and record personal information and to do so in keeping with data protection legislation.
b- Attendance records
Annual Leave – this is required to ensure that the individual does not go over the entitlement and to have visibility to be able to forward plan. The Manager has the need to have this information to ensure that he has the right amount of people at work to provide the standard of service required and meet the objectives.
Sick Leave- to ensure that the individual does not go over the entitlement, to establish any trends and if exceeded could have deductions made in pay. This record would also be instrumental to be able to initiate disciplinary procedure for Capability.
Maternity/Paternity Leave- this record needs to be kept as there is a need to know how long the person intends to be away from work and to provide temporary cover for the post if need be. There is also an impact in Pay Roll.
3- Methods of Storage
It is essential to decide what method of storage should be used depending on the data. There may be legal implications as to the way documents are stored and care should be taken when storing confidential information. The following are three methods of storage and examples of benefits for each of them;
Electronic Internally – Personal Information, Terms and Conditions, Absence, Recruitment, Pay and Reward, Policies, Disciplinaries, Grievances, Promotions, e-mails.
Very effective method of storing as you can see the information at the press of a button. The information can be used a source to provide statistics much faster. It can also be transferred electronically and not have to rely on post and save on storage space. If networked can be accessed by other stakeholders and at other sites.
Manually- Contracts, Employee files, Appraisals, CV’s, Sick notes, Passport copies, Criminal records, Immigration, Annual leave, Disciplinaries.
These records are required to be stored manually as they will require the individual’s signature. They will not be at risk of loss due to storage drive breakdown. They may be needed to be used for Audits/Industrial Tribunals were there may be a requirement to produce hard copies.
There is a legal requirement as an Employer to have accurate Employee records. We have to abide by the Data Protection Act 1998 whereby the information has to be collected fairly and lawfully and only obtained for lawful purposes. This should be adequate and relative and as accurate and updated as possible. It should be kept secure and in accordance with the data subject and kept no longer than necessary. Personal data should not be transferred outside the European Economic Area unless the country has safeguards for data subjects. We are also aware to abide with the Freedom of Information Act 2000 whereby we have the right to ask any public body for information.
Accurate personnel records will help the organization in many ways – increasing the efficiency of recruitment, training and development, and promotion. Personnel records are about people, and it is therefore in everybody’s interest that the records are accurate and secure
* Data Protection Act 1998
* A handbook of Human resource management practice. Michael Armstrong