3rai Cipd Level 3

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Foundation Certificate in Human Resource Practice

3RAI

Contents

1. Why Organisations need to collect HR Data, and 2 types of data and how they support HR

2. 2 methods of storing records and their benefits

3. 2 essential items of UK legislation relating to storing and accessibility of HR data.

1. Collecting and recording HR data is vitally important to an organisation. The collecting of the data could be to monitor that laws and regulations are being adhered to for example the Health and Safety at work act 1974, ensuring that all staff are maintaining high health and safety awareness and complying to the law. The data would need to be collected to enable the organisation to prove that it is adhering to current law and legislation. Another example could also be to monitor employee absence levels across the organisation and looking for any pattern or trend relating to individual absences. This data could be used in Absence review meetings and having all the correct and accurate data could be vital in a dispute with an employee. It could highlight issues with employee welfare and enable the company to offer support in order to support the employee back to work.

2. Storing Records

There are many methods of storing records, an example is: Electronic 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...
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