Name: Miss Alison McClory
Centre Name: North East Scotland College
Student Number: 20129777
CIPD Membership Number: 42598459
Qualification Title: Foundation Human Resource Practice
Unit Title: Understanding Organisations and the role of HR
Unit Code: 3HRC
Assignment number: 40652/02
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Name: Miss Alison McClory
Submission date: 21/02/2015
Word count: total: 1362 Words
Assignment 2– 40652 /02
Q1) why the organisation keeps records
This organisation like all others has a legal responsibility to ensure accurate employee records are kept and maintained for a variety of reasons. As identified by Martin & Jackson (2008) there are six reason why keeping accurate records are important such as: To Satisfy Legal Requirements.
The employer is subject to various regulations and acts (such as The Working Times Regulations 1998 & The National Minimum Wage Act 1998) and must ensure compliance with the regulations by ensuring employee records are maintained accurately in the event that they need to be presented for inspection at any time such as in the event of an audit made internally or externally or in the event that an employee makes a claim against the company for any reason. Documentation would need to be provided in full in these circumstances and evidence provided of dates, correspondence etc.in order to protect themselves. As stated by ACAS:
“Personnel records are necessary for the formulation and implantation of employee policies and procedures for recruitment, training, promotion dismissal etc.” (WWW.ACAS.ORG.UK,2015)
To keep Contact Details of an Employee
The Employer must be able to contact the employee whilst they are in employment and afterwards to send documentation and correspondence such as letters and a P45, as this employer uses high volumes of temporary workers it is also very important they have accurate contact details to contact them ( i.e. if they do not show up for work). Due to the seasonal work involved it is important for this employer to keep accurate contact details as they may want to contact them in the future for additional temporary work. The employer also needs to ensure up to date next of kin details are correct and that they are updated if needed in the event of an address change.
Q2) Data Collection & Support to HR & L&D Practices
This employer may want to collect data and information on employees with regards to working times and attendance as well as information gained from induction and staff attitude surveys. The information gathered will enable them to make decisions going forward and enable the employer to plan ahead for recruitment and staffing issues and timeframes taking into account costing and additional training etc. that may be required for the current workforce. An example of how this can assist the HR & L&D departments is as follows: By using the information gained on staff working times and attendance HR &L&D are able to...
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