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* Write a report on Data Management which gives at least 2 reasons why organisations need to collect HR data, identifying at least 2 types of data to be collected and explain how each supports HR. You should also describe 2 methods of storing records and the benefits of each. Give an explanation of 2 essential items of UK legislation relating to the recording, storing and accessibility of HR data. This report explains why Human Resources Departments collects data, the different types of data collected and the different methods they use to both collect and store data.

The report also explains how current legislation affects the collection, use and storage of the data obtained. By determining an individual employment status and collecting data, the company or the employer can understand its legal rights and obligations and be better equipped to deal with any problems that may arise. Organisations need to collect data in order to comply with regulations such as minimum wage, working time directive, health and safety, equal opportunities monitoring, equal pay audits, recruitment planning, assessing skills balance.

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Inland Revenue (a department of the British Government) can demand information on how many people are employed, what and how they are paid, what they have been paid over a number of years and how many hours they have worked. They have to collect and store all sort of data as personal detail, employee records, statutory records, organisational records, company data. Statutory records such as national insurance contribution, tax, notification of salary, payroll data, redundancy notification/ consultation, working time records, sickness, SSP, ensure that the HR department complies with all regulatory requirements.

Organizational records such as recruitment and selection records, absence, accident forms, application forms, disciplinary and grievance procedures, retirement procedures are essential for the HR department and allows them to monitor staffing levels and recruit, monitor staff sickness to ensure productivity is not being affected and if there is anything the organisation can do to cut down sickness levels. The data can be stored in filing cabinets, computers and reference books/diaries. From my point of view, the computerised system is one of the best ways to save the data.

It saves the storage space, helps the environment, reduces the costs of the company, the information is easy to find and move, and easy to sort, and they can create reports witch can be run to show certain figures. One the other hand, saving data on the computer can be a disadvantage. The system can be hacked, numerous viruses can attack your system, the Earth’s self-produced magnetism will eventually negatively affect the hard drive, and that’s why is recommended that the important data will be stored in the Cloud system or on a Dvd.

Filling cabinets have also advantages and disadvantages. They take a lot of space, you need to have a proper organisational system so the information can be found easy, security is always an issue when you are storing actual hard copies with sensitive information on them, but, they don’t require a computer to be turned on. Manual system cannot be affected by loss of power and hackers cannot access a manual filing system from another computer.

“Relevant filing system” means any set of information relating to individuals to the extent that, although the information is not processed by means of equipment operating automatically in response to instructions given for that purpose, the set is structured, either by reference to individuals or by reference to criteria relating to individuals, in such a way that specific information relating to a particular individual is readily accessible. (Data Protection Act 1998, c. 29, Part I, Section 1. ) Payment and the time spent at work has become something to plan, to regulate and to record in order to keep the law. The Working Time Directive was implemented in United Kingdom on 1st October 1998 and since April 1999, employers have been subject to the National Minimum Wage Act. The principles behind this legislation are the protection of the health and safety of workers and avoidance of their exploitation.

The Working Time Regulations (1998) were introduced to implement the European Working Time Directive and part of the Young Workers Directive. The Data Protection Act 1998 ( replaces the Data Protection Act 1984 and regulates when and how an individual’s ‘personal data’ may be obtained, held, used, disclosed and generally processed. It applies to computerised processing of personal data, and also certain paper-based data files and records. According to the Data Protection Act 1998 c. 9, Part I, section 1, “processing”, in relation to information or data, means obtaining, recording or holding the information or data or carrying out any operation or set of operations on the information or data, including— (a)organisation, adaptation or alteration of the information or data, (b)retrieval, consultation or use of the information or data, (c)disclosure of the information or data by transmission, dissemination or otherwise making available, or (d)alignment, combination, blocking, erasure or destruction of the information or data.

References:

  1. Launie Sorrels, How is data stored in a computer. Available at : http://www. ehow. com/how-does_5250622_data-stored-computer_. html (Accessed 09 November 2012) 2. Yvonne Van Damme, The Disadvantages of Using a Filing Cabinet to Store Information. Available at: http://www. ehow. com/list_6760105_disadvantages-filing-cabinet-store-information. html (Accessed 09 November 2012) 3. Thomson Snell and Passmore (April 2010) The Working Time Regulations and Minimum Wage. Available at: http://www. ts-p. co. uk/uploaded/publications/information_sheets/Employment/working_time_regulations_and_the_national_minimum_wage. df (Accessed 10 November 2012) 4. Wikipedia, Inland Revenue. Available at: http://en. wikipedia. org/wiki/Inland_Revenue (Accessed 09 November 2012) 5. Edmund Heery, Mike Noon (2009) A Dictionary of Human Resource Management. Second Edition. Oxford University Press. 6. Data Protection Act. Available at: http://www. legislation. gov. uk/ukpga/1998/29/contents (Accessed 10 November 2012) 7. Human Resources Department (2004) HUMAN RESOURCES DATA PROTECTION POLICY. Available at: http://www. lsbu. ac. uk/foi/documents/data-protection-policy. pdf (Accessed 10 November 2012)

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