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Activity A 500 Words

Imagine that your organization (or one that you are familiar with) has a
new HR Director. They have requested that you review the
organizations approach to collecting, storing and using HR data and
produce a briefing note on your findings. Within your note, you should
cover the following:
Q. At least two reasons why the organization needs to collect HR or L&D
data,
Organizations need to collect data to ensure that the organizations are
adhering to the specified Laws and regulations. The stored data is
essential to maintain quality standards, track performance of employees,
and monitor learning and development activities.
Specific data can also be gathered to analyze a trend of absence in a
department or individually.
Q. At least two types of data that is collected within the organization and
how each supports HR or L&D practices,
Training Hours: - We gather the number of training hours in order to
analyze development activities. This also helps us in providing a clear
path to our employees. E.g. If they want to specialize in a certain field of
work.
Absence Report: The absence report is generated to understand how we
can overcome the number of man-hours that are lost on the production
floor. The report also helps us to identify if employees are absent due to
illness or other reasons.
Q. A description of at least two methods of storing records and the
benefits of each,
The two most common methods of storing data is Manual Storage and
Electronic storage.
Manual Storage

Manual storage can be personnel files, absence forms, reports, filing


cabinets etc.
There are lots of benefits to manual storage including having documents
which need a physical signature and provide proof of identity like bank
details etc. Also should a computer system crash or wipe the documents
the paper copy is always accessible. Manual storage is easy to move
around and is easy to keep protected and confidential via a lock/key etc.
although staff with access must ensure it is securely locked away.
Electronic Storage
There are many methods of storing records electronically which includes
hard disks drive PC, CD recorder, DVD, databases and
spreadsheets, internet or intranet, USB devices, emails and virtual
learning environments.
Electronic storage can have pros and cons. Advantages can be the
speed and accuracy that it provides, spellcheckers etc. can all help the
documents to be stored accurately. Vast amounts of data can be stored
on a computer software system and therefore not take up and physical
office space. The electronic way of storing data can also be protected by
a password meaning that it is secure and accurate at the same time and
protected from anyone outside the HR function, and it means that a
variety of colleagues can have access to update and amend the records
at the same time, even updating at the same time as colleagues
Q. A statement of at least two essential items of UK legislation relating to
the recording, storage and accessibility of HR data
UK Legislation
The Data Protection Act 1998 is about individual rights when
processing/collecting and storing their personal information. This is
achievable for the company by being open with employees about the
use of their information and by following good data handling procedures.
The act is compulsory and all organizations. Personal data should be
processed fairly and lawfully, the data should be adequate, relevant and
not excessive, it should be accurate and where necessary kept up to
date, any data should not be kept for longer than necessary, data should

be kept secure. All staff has responsibilities under the Act to ensure that
their activities comply with the Data Protection Principles
Employees do have the right legally to access information that an
organization may hold. This could include information regarding any
grievances or disciplinary action, or information obtained through
performance monitoring processes. Proper processes and procedures
should be in place to deal with a data request from an employee.
The Freedom of Information Act which came into force in 2000 gives you
the right to ask any public sector organization for all the recorded
information they have on any subject.
Anyone can make a request for information there are no restrictions on
your age, nationality or where you live.
If you ask for information about yourself, then your request will be
handled under the Data Protection Act 1998.
Activity B 500 Words
Using your own organization (or one that you are familiar with) or the
CIPD survey reports http://www.cipd.co.uk/hr-resources/survey-reports
identify a specific area of data. Analyze the data and present your
findings in a way that will assist an aspect of decision making in the area
of data selected. Your analysis should be presented in a report covering:
An introduction to the HR/L&D area being investigated.
An explanation of how you analyzed and interpreted the data.
Your findings, presented so that they enable decision making.

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