Report on Data Management Essay

IntroductionHR entropy would need to be stored by all organisations ascribable to either legal requirements or internal purposes. This report will uncover types of selective learning and methods of storing them. The last plane section of the report will cover legislations that partake HR data as in that location is a developed and complex amount of EU and UK legislation that has an impact upon the retention of personnel and other related records(Retention of HR records, 2013)Why Collect HR entropyHR data bunghole be collected for motley fences in an organisation. thither are devil reasons listed below Productivity appraisals records are collected sothat managers toilet assess the productivity of their staff and team. It place also be useful for employees to know their potential deep down the team and can use it for their career progression. Legal Compliance Payroll data would be authoritative for the HM Revenue and Customs to calculate taxes whereas health and safety r ecords can help the company to amend their environment and allow them to be compliant with the Health and Safety Act. Also certain data can be used as evidence in any legal proceedings that the company may have to face.Types of HR Data and how it supports HRMonitoring records enables personnel to amend or reformulate policies and procedures.(Personnel data and record keeping, 2011) Below are 2 types of data that HR collectsRecruitment and Selection- records on staff dis recite and vacancies can be important for HR as it informs them when and for which team to recruit for and also allows them to see the leaning 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 absence reports, complied from the absence data gives HR an indication of which department is hapless most from high absentees and allows them to rethink the working patterns. It also helps them to calculat e the cost of absenteeism to the organisation.Data Storage and its BenefitsData can be stored in several methods. However, below are 2 key methods which can be used along with their benefits. 1. Manual / Paper based- keeping records on paper in a file cabinet Files cannot be destroyed with any virusInformation can be portaled without any discussion restrictions Members do not need to be PC literate to find data2. Computerised filing more than one user can access the information at the same time Large volumes of data can be stored and accessed easilyData can be used to compile reports and identify trends with the up-to-the-minute programmes on computer Most companies prefer their records to be stored electronically as it is efficient and easily accessible. However, at that place arecertain companies which use both methods as certain records do not need to be stored for a longer outcome 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 affect the retention of HR data. Below are two such legislations.Data Protection Act 1998 (DPA)DPA 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 force on March 2000. There are 8 data protection principles the data controller needs to comply to in order to handle data correctly1. adequate, relevant and not excessive2. fairly and lawfully processed3. processed for limited purposes4. accurate5. not kept for longer than is necessary6. processed in line with your justs7. tell8. not transferred outside EU without adequate protection (Employment Law FAQ, 2013) Every company that processes personal information must be registered with the Information Commissioners Office (ICO), unless they are exempt. The ICO, which is UKs independent supervisory authority, ensures that the DP A as well as other data protection/retention legislations are followed by organisations and it can quest for them for not doing so.Freedom of Information Act 2000 (FOI)The FOI came into force on January 2005. It gives the public 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, state schools and police forces are few of the public authorities. closeThis report explains that recording and storing data is very important. Everycompany 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 companys reputation.Reference ListCIPD, 2013.Retention of HR Records.online for sale at www.cipd.co.uk/hr-resources/factsheets Accessed 13 June 2014 ACAS, 2011. Personnel data and record keeping.online ready(prenominal) 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 2014Activity 2Analysing Absence Data in Examinations TeamIntroductionThe report includes findings and analysis 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.Absence Level in Examinations TeamThere are two unmixed 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 required to do ample preparations from planning, supervising and marking exams t o attending board meetings. This therefore, becomes very stressful for the team as the most general cause of stressis work load (Barometer of HR Trends and Prospects, 2013) and as each person is only trained in their individual role there are issues of presenteeism. October-December during this season many people fall 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 counterpane from contaminated food.ConclusionThe 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 areStress-1. Hire temporary staff during busy period2. Train team members to share workload and prevent presenteeism, where employe es feel forced to come into work.Viral Problems-1. take a shit free flu vaccination to employees2. Communicate awareness regarding the virusAppendix 1 Number of Employees rattlebrained by Reasons in 2013(a) Musculoskeletal- back, neck and other muscle pain(b) Ear, Nose, Dental pain and skin carkReference ListBPP. (2013).Appendix 1 of Number of Employees Absent by Reasons in 2013. London BPP CIPD, 2013.barometer of HR trends and prospects 2013.online Available at www.cipd.co.uk/hr-resources/survey-reportsAccessed 18June 2014