'Report on Data Management Essay\r'

'Introduction\r\nHR entropy would need to be stored by all organisations cod(p) to either legal requirements or internal purposes. This line will uncover types of selective tuition and methods of storing them. The last sh be of the report will cover legislations that impinge on HR selective knowledge as ‘ in that respect is a genuine and complex amount of EU and UK legislation that has an bear upon upon the retention of personnel and other related records’(Retention of HR records, 2013)\r\nWhy Collect HR information\r\nHR information john be collected for variant closes in an organisation. there atomic number 18 twain reasons listed beneath: Productivity: appraisals records are collected so that managers dope assess the productivity of their mental faculty and team. It piece of ass in like manner be useful for employees to know their potential at heart the team and whoremaster use it for their career progression. well-grounded Compliance: Payro ll selective information would be principal(prenominal) for the HM Revenue and Customs to calculate taxes whereas health and safety records bottom help the company to ameliorate their environment and allow them to be compliant with the wellness and Safety Act. Also certain data merchant ship be used as evidence in any legal proceedings that the company may arrest to face.\r\nTypes of HR data and how it supports HR\r\n‘monitor records enables personnel to amend or reformulate policies and procedures.’(Personnel data and record guardianship, 2011) Below are 2 types of data that HR collects: Recruitment and Selection- records on staff derangement and vacancies can be of the essence(p) for HR as it informs them when and for which team to recruit for and besides allows them to see the cut off in each team depending on its staff turnover. This would also include appraisal records which would inform them if an employee or team needs training. Absence Data-the ab sence reports, complied from the absence data gives HR an indication of which department is hapless or so from high absentees and allows them to rethink the working patterns. It also helps them to calculate the cost of absenteeism to the organisation.\r\nData Storage and its Benefits\r\nData can be stored in several methods. However, downstairs are 2 key methods which can be used on with their benefits. 1. Manual / Paper based- keeping records on paper in a file cabinet Files can non be destroyed with any computer virus\r\nInformation can be entrance moneyed without any rallying cry restrictions Members do not need to be PC literate to find data\r\n2. Computerised filing\r\n much than one user can access the information at the same time Large volumes of data can be stored and accessed easily Data can be used to compile reports and identify trends with the latest programmes on computer Most companies prefer their records to be stored electronically as it is efficient and easil y accessible. However, there are certain companies which use both methods as certain records do not need to be stored for a monthlong end of time, hence can be filed away in cabinets. Essential UK legislations relating to recording, storing and accessing HR data There are several legislations that hit the retention of HR data. Below are two such legislations.\r\nData Protection Act 1998 (DPA)\r\nDPA applies to most HR records, whether held in paper or on computer. DPA controls how personal information of living individuals is used by organisations, businesses or the government. It came into big businessman on March 2000. There are 8 data tax shelter principles the data controller needs to comply to in fellowship to handle data correctly:\r\n1. ‘adequate, relevant and not excessive\r\n2. fairly and lawfully touch\r\n3. processed for limited purposes\r\n4. accurate\r\n5. not kept for longer than is necessary\r\n6. processed in line with your recompenses\r\n7. inviolabl e\r\n8. not transferred outside EU without adequate protection’ (Employment Law FAQ, 2013) every company that processes personal information must be registered with the Information Commissioner’s status (ICO), unless they are exempt. The ICO, which is UK’s independent supervisory authority, ensures that the DPA as well as other data protection/retention legislations are followed by organisations and it can censure them for not doing so.\r\nFreedom of Information Act 2000 (FOI)\r\nThe FOI came into force on January 2005. It gives the prevalent a right of access to all types of recorded information held by public authorities, however there are few exceptions to these right as not all personal records can be obtained by public, such records can be requested under the DPA. Government departments, local authorities, the NHS, advance schools and police forces are few of the public authorities.\r\n final result\r\nThis report explains that recording and storing dat a is very important. Every company has a different method and reason of storing data; however, handling data correctly is important for all. There are several legislations that can affect the data retention and not complying with these legislations can have an adverse effect on the company’s reputation.\r\nReference List\r\nCIPD, 2013.Retention of HR Records.[online] getable at: www.cipd.co.uk/hr-resources/factsheets [Accessed 13 June 2014] ACAS, 2011. Personnel data and record keeping.[online] purchasable at: www.acas.org.uk [Accessed 12 June 2014] CIPD 2013. DP04: What is data protection and what are the eight data protection principles?.[online] Available at: www.cipd.co.uk [Accessed 17 June 2014]\r\nActivity 2\r\nAnalysing Absence Data in Examinations Team\r\nIntroduction\r\nThe report includes findings and compendium of different reasons of absence within an Examinations Team from May-December in 2013. The final segment of the report concludes the analysis along with recommendations to overcome the core reasons of absence.\r\nAbsence Level in Examinations Team\r\nThere are two spare findings from the graph (data in appendix 1), the high levels of absence from May-June due to stress and from October- December due to viral problems: May-June: due to peak season of exams, the examinations team is compulsory to do ample preparations from planning, supervising and marking exams to care board meetings. This therefore, becomes very stressful for the team as ‘the most super C cause of stress…is workload’ (Barometer of HR Trends and Prospects, 2013) and as each person is yet trained in their individual role there are issues of ‘presenteeism’. October-December: during this season many people glisten sick due to bad weather. However, the outbreak of the Norovirus in 2013 could also be the reason for the viral problems to increase. Also, due to Christmas parties in December it further causes the virus to parcel out from contaminated food.\r\nConclusion\r\nThe study indicates that stress and viral issues were two implications the examinations team suffered from in 2013.Stress is a common issue in several workplaces as mentioned in the Absence Management report by CIPD and it can be costly. To overcome the issue, two possible recommendations are:\r\nStress-\r\n1. Hire temporary staff during busy period\r\n2. Train team members to share workload and prevent presenteeism, where employees feel forced to come into work.\r\nViral Problems-\r\n1. reach free flu vaccination to employees\r\n2. Communicate sensory faculty regarding the virus\r\nAppendix 1: Number of Employees negligent by Reasons in 2013\r\n(a) Musculoskeletal- back, neck and other muscular tissue pain\r\n(b) Ear, Nose, Dental pain and skin illness\r\nReference List\r\nBPP. (2013).Appendix 1 of Number of Employees wanting by Reasons in 2013. London: BPP CIPD, 2013.barometer of HR trends and prospects 2013.[online] Available at: www.cip d.co.uk/hr-resources/survey-reports[Accessed 18June 2014]\r\n'