Recording, Analysing and Using HR Information: A Comprehensive Report
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Desklib provides past papers and solved assignments for students. This report explores HR data management.

Recording, Analysing and using HR
information
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information
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Table of Contents
Introduction....................................................................................................................................................3
LO1................................................................................................................................................................4
1.1 Explain why an organisation needs to collect and record HR data......................................................4
1.2 Identify the range of HR data that organisations collect and how this supports HR practice.............5
LO2................................................................................................................................................................6
2.1 Describe different systems for recording and storing HR data and the benefits of each.....................6
2.2 Explain legal requirements relating to the recording, storage and accessibility of HR data...............7
LO3................................................................................................................................................................8
3.1Analyse and interpret HR data..............................................................................................................8
3.2 Present findings in a clear, concise and meaningful manner to inform decision- making within an
organisation................................................................................................................................................9
Conclusion...................................................................................................................................................10
References....................................................................................................................................................11
Page | 2
Introduction....................................................................................................................................................3
LO1................................................................................................................................................................4
1.1 Explain why an organisation needs to collect and record HR data......................................................4
1.2 Identify the range of HR data that organisations collect and how this supports HR practice.............5
LO2................................................................................................................................................................6
2.1 Describe different systems for recording and storing HR data and the benefits of each.....................6
2.2 Explain legal requirements relating to the recording, storage and accessibility of HR data...............7
LO3................................................................................................................................................................8
3.1Analyse and interpret HR data..............................................................................................................8
3.2 Present findings in a clear, concise and meaningful manner to inform decision- making within an
organisation................................................................................................................................................9
Conclusion...................................................................................................................................................10
References....................................................................................................................................................11
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Introduction
As a new HR director, it explains the reasons for the collection of the data as per the
organizational needs. This report also includes the practices of HR that describe the method of
recording and storing of data. It also includes the identification of the range of data of HR that
collects by the organization. Further, it also includes the different system of recording and
storing data of HR and also explains the legal requirements for storing and access the data. It also
includes the data interpretation and also presents the decision-making process in the
organization.
Page | 3
As a new HR director, it explains the reasons for the collection of the data as per the
organizational needs. This report also includes the practices of HR that describe the method of
recording and storing of data. It also includes the identification of the range of data of HR that
collects by the organization. Further, it also includes the different system of recording and
storing data of HR and also explains the legal requirements for storing and access the data. It also
includes the data interpretation and also presents the decision-making process in the
organization.
Page | 3
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LO1
1.1 Explain why an organization needs to collect and record HR data.
An organization needs to collect and record the data for the sound and strategic decisions for
fulfilling the objectives and aims of the organization. As per the legislation of the UK, the
several important items that relate to the data accessibility, storing and recording are mentioned
below:
To meet requirements that are legally necessary- This assist in meeting the requirements that
are legally binding on the organizations.
Performance management, appraisals, Learning, and expansion- This assists in the
management of the performance and records the appraisals of the employees.
Management of absence- This assists in keeping the record of the data of the employees that
remain absent or on leave (Bernard, 2017).
To maintain the data of the personal employees- This assist in keeping the personal data of the
employees so that it remains safe and protected.
Management of performance and contractual arrangements - This assists to record the
performance of the employees which help in providing the data of the employee’s performance
and the contractual details of the organization.
Page | 4
1.1 Explain why an organization needs to collect and record HR data.
An organization needs to collect and record the data for the sound and strategic decisions for
fulfilling the objectives and aims of the organization. As per the legislation of the UK, the
several important items that relate to the data accessibility, storing and recording are mentioned
below:
To meet requirements that are legally necessary- This assist in meeting the requirements that
are legally binding on the organizations.
Performance management, appraisals, Learning, and expansion- This assists in the
management of the performance and records the appraisals of the employees.
Management of absence- This assists in keeping the record of the data of the employees that
remain absent or on leave (Bernard, 2017).
To maintain the data of the personal employees- This assist in keeping the personal data of the
employees so that it remains safe and protected.
Management of performance and contractual arrangements - This assists to record the
performance of the employees which help in providing the data of the employee’s performance
and the contractual details of the organization.
Page | 4
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1.2 Identify the range of HR data that organizations collect and how this supports
HR practice.
Organization can collect and store the data in two ways. These include:
Legal requirements- To provide the standard of the equal opportunity it ensures that the firing
in the company done in the right and appropriate way so as to prove readily whenever required.
Supply managing information- This ensures that the decision taken in the organization must be
made in regarding the planning and training of manpower so as to satisfy the actual needs.
The data is collected in two ways and it supports the practice of HR in the following ways:
Organizational records- The organizational records include the documentation of recruitment,
turnover of the staff, records of absenteeism and learning and development (Burrell and Morgan,
2017). This record helps the HR to monitor the activities at the different level of staff and allows
the organization hires the new staff as per the requirement. To ensure productivity it is important
to monitor the sickness of staff. To maintain the efficiency level the monitoring process
benefited the business activities.
Statutory records- Statutory records include hours of work, contribution in insurance, books of
accident and sickness. These records assist the departments to know about the regulatory
requirements of the company.
Page | 5
HR practice.
Organization can collect and store the data in two ways. These include:
Legal requirements- To provide the standard of the equal opportunity it ensures that the firing
in the company done in the right and appropriate way so as to prove readily whenever required.
Supply managing information- This ensures that the decision taken in the organization must be
made in regarding the planning and training of manpower so as to satisfy the actual needs.
The data is collected in two ways and it supports the practice of HR in the following ways:
Organizational records- The organizational records include the documentation of recruitment,
turnover of the staff, records of absenteeism and learning and development (Burrell and Morgan,
2017). This record helps the HR to monitor the activities at the different level of staff and allows
the organization hires the new staff as per the requirement. To ensure productivity it is important
to monitor the sickness of staff. To maintain the efficiency level the monitoring process
benefited the business activities.
Statutory records- Statutory records include hours of work, contribution in insurance, books of
accident and sickness. These records assist the departments to know about the regulatory
requirements of the company.
Page | 5

LO2
2.1 Describe different systems for recording and storing HR data and the benefits of
each.
The two methods that are utilized for recording and storing the HR data and their benefits are
mentioned below:
Paper filing- This method assists in stored the HR data by keeping the files manually and kept
these files in the locked cabinets. HR must ensure that records are easily found and organized.
The records in these files are managed alphabetically and this system is less complex. This
makes the easily access the information and is a very cheap and effective way for keeping the
data of HR. It ensures that the data are highly secured with an effective and efficient method that
removes the misfiling problems. This system saves time as well as money.
Computerized records- This system of recording and storing records allows in maintaining the
efficiency to perform the specific task appropriately and accurately in comparison by doing and
performing the same task by maintaining the paper records (Snyder and Tremblay, 2018). This
system saves the cost of money through administrative savings.
Page | 6
2.1 Describe different systems for recording and storing HR data and the benefits of
each.
The two methods that are utilized for recording and storing the HR data and their benefits are
mentioned below:
Paper filing- This method assists in stored the HR data by keeping the files manually and kept
these files in the locked cabinets. HR must ensure that records are easily found and organized.
The records in these files are managed alphabetically and this system is less complex. This
makes the easily access the information and is a very cheap and effective way for keeping the
data of HR. It ensures that the data are highly secured with an effective and efficient method that
removes the misfiling problems. This system saves time as well as money.
Computerized records- This system of recording and storing records allows in maintaining the
efficiency to perform the specific task appropriately and accurately in comparison by doing and
performing the same task by maintaining the paper records (Snyder and Tremblay, 2018). This
system saves the cost of money through administrative savings.
Page | 6
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2.2 Explain legal requirements relating to the recording, storage, and accessibility of
HR data.
The legal requirements abide the organization for storing and keeping the accessibility of the
data. In order to protect the data, it is important to fulfill the legal grounds so as to ensure the
protection of the individuals in relation to personal information. It also includes the allocation for
the collection of the data and the period required to keep the data safe. The legal requirements
that are required to collect, store and record the data of HR are mentioned below:
General Data Protection Regulation- This regulation ensures to keep and provide data security
and safety (Regulation, 2018). This regulation also ensures that the confidential data of the
company remain safe against unauthorized access.
The Freedom of Information Act (2000) - This act provides the right to access the information
that belongs to the authorities of the public. It leads towards the freedom of the legislation of
information.
Page | 7
HR data.
The legal requirements abide the organization for storing and keeping the accessibility of the
data. In order to protect the data, it is important to fulfill the legal grounds so as to ensure the
protection of the individuals in relation to personal information. It also includes the allocation for
the collection of the data and the period required to keep the data safe. The legal requirements
that are required to collect, store and record the data of HR are mentioned below:
General Data Protection Regulation- This regulation ensures to keep and provide data security
and safety (Regulation, 2018). This regulation also ensures that the confidential data of the
company remain safe against unauthorized access.
The Freedom of Information Act (2000) - This act provides the right to access the information
that belongs to the authorities of the public. It leads towards the freedom of the legislation of
information.
Page | 7
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LO3
3.1Analyse and interpret HR data.
The interpretation and analyze of data done in several stages. These stages are mentioned below:
Figure- Data interpretation stage
Source- By Author, 2019
For collecting the relevant data perform the HR functions
Next stage is to analyze the difference and what is required to be achieved for the
company
After that organize the ways to collect the data of HR
After that understand the data that what it depicts about the performance
The next stage takes action for improvement (Silverman, 2018).
After that analyze and made the comparison to differentiate the action taken
In the end, present results to earn acknowledgment
Page | 8
Perf orm
the H R
function
De sire to
m ak e
d iiffe re nc e
Org a ni se
h o w to
co llec t da ta
U nde rs t a
nd th e
dat a
Take
action
Analyse
and
compare
Ear n
re cogn iti
on
3.1Analyse and interpret HR data.
The interpretation and analyze of data done in several stages. These stages are mentioned below:
Figure- Data interpretation stage
Source- By Author, 2019
For collecting the relevant data perform the HR functions
Next stage is to analyze the difference and what is required to be achieved for the
company
After that organize the ways to collect the data of HR
After that understand the data that what it depicts about the performance
The next stage takes action for improvement (Silverman, 2018).
After that analyze and made the comparison to differentiate the action taken
In the end, present results to earn acknowledgment
Page | 8
Perf orm
the H R
function
De sire to
m ak e
d iiffe re nc e
Org a ni se
h o w to
co llec t da ta
U nde rs t a
nd th e
dat a
Take
action
Analyse
and
compare
Ear n
re cogn iti
on

3.2 Present findings in a clear, concise and meaningful manner to inform decision-
making within an organization.
In the below-mentioned pie chart, the data shows the cost of absence according to the paper
records in the year 2018. It shows the details in the first quarter where the cost of absence is
16.70%. In the second quarter, the cost of absence is 27.80%. In the third quarter, the cost of
absence is 6.90% and the last fourth quarter includes 48.60%.
Cost of absence
1st Qtr
2nd Qtr
3rd Qtr
4th Qtr
Figure- Pie chart shows the cost of absence
Source- By Author, 2019
Page | 9
making within an organization.
In the below-mentioned pie chart, the data shows the cost of absence according to the paper
records in the year 2018. It shows the details in the first quarter where the cost of absence is
16.70%. In the second quarter, the cost of absence is 27.80%. In the third quarter, the cost of
absence is 6.90% and the last fourth quarter includes 48.60%.
Cost of absence
1st Qtr
2nd Qtr
3rd Qtr
4th Qtr
Figure- Pie chart shows the cost of absence
Source- By Author, 2019
Page | 9
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Conclusion
With the discussions above, it concludes and depicts that the data collected by HR fulfills the
safety requirements and assess the need to collect, store and using the data. It also depicts the
ways in which the data supports the practices of HR. Collection and assess of the correct and
accurate data enhance the efficiency of the organisation.
Page | 10
With the discussions above, it concludes and depicts that the data collected by HR fulfills the
safety requirements and assess the need to collect, store and using the data. It also depicts the
ways in which the data supports the practices of HR. Collection and assess of the correct and
accurate data enhance the efficiency of the organisation.
Page | 10
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References
Bernard, H.R., 2017. Research methods in anthropology: Qualitative and quantitative
approaches. Rowman & Littlefield.
Burrell, G. and Morgan, G., 2017. Sociological paradigms and organisational analysis:
Elements of the sociology of corporate life. Routledge.
Regulation, P., 2018. General data protection regulation. INTOUCH.
Silverman, B.W., 2018. Density estimation for statistics and data analysis. Routledge.
Snyder, C.M. and Tremblay, V.J., 2018. Introduction to the Special Issue on “The
Intersection Between Industrial Organization and Healthcare Economics”. Review of
Industrial Organization, pp.1-6.
Page | 11
Bernard, H.R., 2017. Research methods in anthropology: Qualitative and quantitative
approaches. Rowman & Littlefield.
Burrell, G. and Morgan, G., 2017. Sociological paradigms and organisational analysis:
Elements of the sociology of corporate life. Routledge.
Regulation, P., 2018. General data protection regulation. INTOUCH.
Silverman, B.W., 2018. Density estimation for statistics and data analysis. Routledge.
Snyder, C.M. and Tremblay, V.J., 2018. Introduction to the Special Issue on “The
Intersection Between Industrial Organization and Healthcare Economics”. Review of
Industrial Organization, pp.1-6.
Page | 11
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