Introduction
The Human Resources departments have to collect, process and store the data on every employee working in a firm. That must be done for a number of reasons, starting with the need to manage workers and communicate with them and ending with various legislations that force companies to do so. This paper examines the reasons to collect such kind of information, different types of it, several methods of storage, and, finally, sheds light on some legislations that should be considered by HR managers who are responsible for data organisation.
Four Reasons why the Organisation Needs to Collect HR Data
The HR department needs to collect, manage and store data on the employees working in the organisation for many reasons. First of all, there are legal requirements to do that (Al-Jibreen, 2014, par. 1). Every company must be able to prove that it hires people in accordance with legal standards and on equal terms, as well as fires them for valid reasons. Employers also have to keep some of their workers’ documents or copies of those, like a copy of an employee’s passport. Secondly, HR data is necessary for administration. Managers need to have some sort of a system to store the information about their employees. That is needed for the process of management, running payroll, and professional communication. Thirdly, such kind of information assists HR managers in the evaluation of employees’ needs and addressing those adequately, with the help of different training courses, for example (Al-Jibreen, 2014, par. 1). Finally, the further recruitment planning would be impossible without all necessary records about current employees.
Four Types of Data That is Collected within the Organisation and How Each Supports HR Practices
The first type of data that is stored in HR departments is hiring or recruitment data (Al-Jibreen, 2014, par. 2). It helps HR managers to keep track of people who work in a firm, create workforce plans and manage the budget. However, hiring data itself is not enough because it does not provide information about employees that resign or get fired. That is why every company also has turnover records, which is the second type of data collected and stored by HR departments. To control and manage employees working in a firm, as well as communicate with them, HR managers need Personnel Administration (PA) data (Types of HR Data, 2010). Finally, Training Needs Analysis (TNA) together with training records are necessary to address the employees’ needs for learning (Al-Jibreen, 2014, par. 2). For instance, this type of data can ensure that the same training course will not be duplicated. It is also needed to draw up a budget for learning and training.
A Description of Four Methods of Storing Records and the Benefits of Each
The information collected by the Human Resources department can be stored in several different ways. First of all, some documents (as copies of employees’ personal documents, for example) can be stored in paper form. That is convenient because such kind of documentation is easily accessible and available even in the case of problems with electricity or blackouts. However, storing a lot of documents as hard copies will take much space. It is also less secure if compared with electronic records. The remaining three methods that should be mentioned here are computerized. Those include storing locally in databases on a PC, using external flash drives or making use of online storages. All of them are good because they do not take much space and can protect the information with a password. In addition, online databases and external flash drives provide an opportunity to retrieve files easily, as well as share those with others.
Two Essential Items of Legislation Relating to the Recording, Storage, and Accessibility of HR Data
HR departments must meet the requirement of numerous legislations when it comes to collecting, storing, and processing information about their employees. One of the most important legislations is the Data Protection Act. It aims to control and regulate the way organisations use personal data on their workers. According to it, every company that collects the information about its employees is obliged to use it lawfully and for restricted and specifically designated purposes (The Data Protection Act, 2015). Organisations must protect the information they gather and can not transfer it to the third-parties. It is also forbidden to collect excessive information about employees or keep it longer than necessary. Another essential legislation to consider in HR practices is the Human Rights Act. It protects the rights of workers, demanding to respect their privacy and basic human right (Al-Jibreen, 2014, par. 4). For instance, it restricts forced labor and protects from discrimination.
Conclusion
In conclusion, the HR department, as well as the organisation as the whole, can not be fully operational without a particular information about its employees. HR data enables a lot of processes and practices, such as recruitment planning, developing workforce plans or managing the budget. However, employee data is very valuable, which is why it should be stored and used in a proper way, according to all relevant legislations.
References
Al-Jibreen, H. S. (2014). Data Collection in HR. Web.
The Data Protection Act. (2015). Web.
Types of HR Data. (2010). Web.