Data is collected, stored and recorded for the reasons outlined below;
This is so that it can be used as a point of reference or to retrieve information whenever there may be a need for it. Accurate records are kept in order to help the company make decisions when issues or queries arise in relation to each employee. The keeping records is to ensure that a complete and comprehensive employment history of each employee is readily available for as long as it is needed, and that the information contained in personnel records supports the management, payment and development of staff. Other key objectives of personnel records management are to enable accurate information by creating and ...view middle of the document...
The sickness and absence spreadsheet has meant that we are made aware about staff sickness levels and has allowed us to discuss with the employee if there are any under lying health issues and if so whether there are any ways as a company that we can help them. If there are none and we are then able to put them onto our attendance management programme and monitor their sickness.
A staff database is also kept which includes Disclosure and Barring numbers and dates to show when they were received so that we know when they next have to be renewed.
Holiday records are kept not only to be able to tally how many of their holidays the employee has had but it gives us advance notice in order to be able to find alternative cover for the period therefore not having to use agency staff at the last minute.
Investigation, disciplinary and grievance records are held for the appropriate time which means that if there are future issues then there will be a record of what has gone before.
Some of this data is used if there is ever a reference requested for a current or past employee. This information is kept as a hard copy in the master personnel file and also on the electronic system
Records are kept until there is no possibility of further appeals
Exit interviews act as a way of providing invaluable information on how to possibly improve recruitment and induction procedures. It is important to know why an employee is leaving and any information given could be used and then make any improvements within the company deemed necessary.
Ways of recording and storing our HR data.
The first way is by hard copy. Personnel files are kept in locked cabinets and are necessary for when we...