Recording, analysing and using HR information
Activity 1
Further to your request for the review of the organisation’s approach to collecting, storing and using HR data please see the briefing note below.
There are a variety of reasons why an organisation needs to collect HR data, these could be to satisfy legal requirements, provide relevant information in decision making and for consultation requirement, recording contractual arrangements and agreements, keep contact details of employees, provide documentation in the event of a claim against 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
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Below you will see descriptions of two essential items of UK legislation relating to the recording, storage and accessibility of HR data:
The Data Protection Act 1998 defines UK law on the processing of data on identifiable living people. The act contains eight principles, which all organisations processing personal information must conform to, these are:
1. Processed fairly and lawfully 2. Obtained for the specified and lawful purposes 3. Adequate, relevant and not excessive 4. Accurate and up to date 5. Not kept any longer than necessary 6. Processed in accordance with the “data subject’s” (the individual’s) rights 7. Securely kept 8. Not transferred to any other country without adequate protection in situ
The Freedom of Information Act 2000 provides public access to information held by public authorities.
It does this in two ways: * public authorities are obliged to publish certain information about their activities; and
* members of the public are entitled to request information from public authorities.
The main principle behind freedom of information legislation is that people have a right to know about the activities of public authorities.
Activity 2
The attached graph has been taken from the Council’s sickness figures for the last financial year (2011-12).
I have looked at the organisations sickness over the last twelve months and taken the figures from the
For the home country England there are many policies and procedures within the legislation that relate to safeguarding human rights, data protection and confidentiality. These have been refined into every school policy and procedures such as the human rights act 1998/2004, children act 1989/2004 and the data protection act 1998.
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.
Data Protection Act 1998, Freedom of Information Act 2000, Health and Social Care Act 2008, and Human Rights Act 1998
Data protection is a very important piece of legislation that was brought into power in 1998, because it has been designed to prevent confidential and personal information being passed on to other people and any relevant companies without a person’s consent. This also means that any information that is stored of children should be kept in either a password protected or lockable location.
Information Commissioner’s Office (2012) Introduction to The Data Protection Act 1998. [Online] Available from: http://www.ico.org.uk/~/media/documents/library/Corporate/Research_and_reports/ico_presentation_EVOC_20120528.ashx [Accessed: 11th October 2013]
The Data Protection Act 1998 is a piece of legislation which defines the law on processing data of people living within the United Kingdom.
Further to the recent organisation re-structure forecasting the closure of the HR department, the following report has been created to highlight the importance of the HR activities and the support it offers within the organisation.
One of the reasons why an organisation needs to collect and record HR data is to drive future business decisions within a company. Everything is based on the data and directly affects the company’s strategy and the company’s needs.
Another piece of legislation that can affect the management of confidential information is the Freedom of Information Act 2000. Anyone is allowed to request information that has been recorded by any public-sector organisation, for example:
It is essential for organisations to keep up to date and accurate records to ensure efficient
Data Protection Act 1998 – gives individuals the right to know what information is held about them, and those that processes personal information must comply with eight principles, which makes sure that personal information is fairly and lawfully processed; processed for limited purposes; adequate, relevant and not excessive; accurate and up to date; not kept for longer than is necessary; processed in line with your rights; secure; not transferred to other countries without adequate protection;
Legislation and Compliance – The company needs to collect data from our employees to ensure we comply with legislation and our industry requirements, for example a copy of an employee’s passport or visa to show right to work, evidence of a Doctor’s registration status. We also collect data pertaining to equality and diversity…
Service Delivery and Information - It is important that the information provided by HR is given out to the correct person, accurately, efficiently and timely. If information is passed to the wrong person you could be prosecuted for breaching confidentiality.
There are two purposes that HR technology serves in an organization. The first is to improve the efficiency of employee data and HR activities collection. At Xerox, the use of HR technology has been instrumental in making HR services more accessible to their workforce. The second purpose of HR technology is to capture a greater degree of informational data that enables HR planning and managerial decision making. Again, Xerox made use of this aspect by supplying intranet employee surveys and tracking employee views on the company and HR. The