The paper talks about various data collection approach and other data storing methods by a company. There is an in-depth discussion on the reasons for the collection of the HR data and how it should be used by the HR of the firm. It is very important for an organization to keep a proper track of the required data and use it properly.
HR records include a wide spectrum of data concerning employees of an organization for instance: absence records, contractual agreements etc which is stored in different forms such as hard paper files or computer work sheets (Appelbaum, 2000). Company ABC collects data in a systematic fashion and consequently stores it and makes it available to concerned authorities and people for their perusal.
The reasons that mandate collection of HR data are as follows:
HR data is required for satisfaction of legal mandates as information regarding employees may be asked by government agencies. The information that can be asked belongs to a wide spectrum which includes total number of employees, their respective salaries, working hours etc. and when demanded by authorities, the organization is bound to make them available (Eichinger et al, 1996).
The HR data collected is used for various decision making processes. It plays a key role in deciding matters related to employees and organization itself. Human resource planning in itself is almost dependent on the HR data available at the organization’s disposal (Hearn, 1996).
The data in HR records is also considered to be a valuable asset while contesting any claim against the company(Fiorina, Carly, 2003). The HR data stored can be used to falsify claims filed against the organization such as unfair dismissal of an employee or discrimination meted out to an employee etc. The HR data also keeps a track of various contracts and agreements that company makes with several entities. HR data helps in smooth functioning of the organization as all contractual agreements can be retrieved as and when required for perusal (Hearn, 1996).
There are various types of data collected within company ABC and each plays an important role in the functioning of the organization. Two of the types of data collected in an organization are:
Information regarding performance of an individual is contained in these forms apart from respective individual goals and its rank or ratings. These forms help the organization to find out below average or bad performers and the areas that need to be targeted for their overall development. These records can also be used for making decisions regarding hike in remuneration, incentives and promotions (Hearn,1994).
These forms are filled by employees who decide to leave the organization. The form contains questions regarding employee’s experience with the company and the team. It also asks the employee’s view regarding team members or if he/she faced any issues regarding management. The forms help the organization in assessing the reasons for an employee to leave the organization and also place the organization on strong footing when controlling attrition rate (Hearn,1994).
Company ABC currently uses manual filing of records in filing cabinets for record keeping. This method has been in use since a long time and is considered as the traditional method of storing data. Manual storage keeps the data safe from any security threats that are prevalent in electronic storage systems. Moreover, the data is easily accessible as well as can be easily located when the company is small. It also saves on expenditure required to maintain a computerized system(Cole, 1989).
The company ABC can store HR data on more affordable and accessible data storage systems such as cloud systems. Recent studies have shown that there is a rise in the number of organizations shifting their HR records onto cloud systems (Tung, 1993). Cloud computing is easy on pocket as big data centers can be built by an organization where it can provide computing and software remotely. It is on the same line as utility services where organization avails cloud services at monthly price. They are also user friendly. Cloud computing maintains all the information at one centralized location easily accessible to concerned officials. However, it has issues regarding the security of employee records containing sensitive information.
There are data protection legislation in every country and region to protect the interest of the citizens from the unauthorized usage of their personal and official information stored by organizations. The EU Data Protection Law protects the right to privacy of person whose personal data has been collected from any operation conducted on it by data controllers (Wills et al,1994). The operation may or may not be automatic. The EU law prescribes following laws to be followed by organization dealing with personal records:
1) Fair and lawful processing of data
2) Collection of only relevant data for legitimate reasons only
3 )Constant updating and accuracy of data must be maintained
4) Data that may identify individual must be deleted when no needed.
5) Organizations should notify concerned authorities while processing data.
Company ABC follows all the directives of the EU government and adheres to the prescribed rules.
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