HRP55D 3RAIB: HR Data Management, Systems, and Legal Aspects

This report, created for the HRP55D 3RAIB module, explores the critical role of HR data in organizations. It emphasizes the importance of gathering and recording HR data, providing two key reasons why this is essential for effective decision-making and contractual agreements. The report identifies various types of HR data, such as employee performance, skills, and personal information, illustrating how this data supports HR practices like training and performance management. It then details different systems used for recording and storing HR data, including paper-based and computer-based systems, outlining their respective benefits and drawbacks. Furthermore, the report examines two crucial legal requirements, the Data Protection Act 1998 and the Freedom of Investigatory Powers Act 2000, that organizations like Tesco must adhere to. The assignment concludes by reflecting on the learning gained through this analysis, highlighting insights into HR practices and relevant legislations.

HRP55D 3RAIB

Table of Contents
1. Furnish 2 reasons why it is important for firm to gather & record HR data...........................1
2. Identification of HR data of firm and ways in which it supports HR practices......................1
3. Illustrate systems utilised for recording data and its storage along with their benefits..........1
4. Explicate 2 legal requirements that firm must abide to...........................................................1
5. Illustrate learning process that is gained by carrying out this assignment..............................1
References........................................................................................................................................2

1. Furnish 2 reasons why it is important for firm to gather & record HR data.
It is crucial for an organisation to ensure that they have adequate information as this will
assist them within carrying out their operations in a relevant and enhanced manner. An example
can be taken like if HR of Tesco has provided their employees with training on database
management then record of same must be maintained. This will lead to wastage of money and
time. The major reasons behind this aspect are specified below:
1. To furnish firm with data for formulation of decisions: Information as well as
knowledge are crucial for effectual decision making. There are various HR software
applications that will allow firm to have precise information associated with the
operations they have to carry out and as per the previous results attained they can either
enhance or use same strategies for delivering services (Hamoud and et. al, 2020).
2. To have Contractual Agreements and arrangements: There is high probability that
employment problems occur at one or other instance of time. Thus, it becomes crucial for
firms to make sure that they have adequate records with reference to sponsored
programmes that are being attended by employees. The contracts comprises of
information related with what and how much organisation will pay, time associated with
that and many more.
These are the reasons that appropriate records are being maintained by organisation as it
will lead them to avoid silly conflicts through which working environment will be affected.
2. Identification of HR data of firm and ways in which it supports HR practices.
Human resource department is critical aspect within each organisation that enables them
to ensure that have all the essential resources that will enable them to deliver their services in an
adequate manner (Edwards and Edwards, 2019). Firms like Tesco, need to have records of
information related with their suppliers, clients, etc. as this will enable them to render their
operations in adequate manner. For example human resource collect data and information
regarding performance or skills of employees. This data is significant for taking better and
effective decision that help in promotion and growth of employees. Data related to skills and
capabilities of employees will help organisation to conduct training program as well as increase
potential of employees. This data and information is beneficial for increase and enhancing
performance of employees as well as attaining desired goals or objective.
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In addition to this, personal information of employees must also be maintained like name,
address, etc. It will help them to process their retirement as well as calculate salary costs for
different departments. For this, HR make use of database for this reason. Furthermore, the
information possessed by them comprises of budgets, plans, KPIs, dashboard indicators,
procedures, policies, notices, competency frameworks, job analysis, descriptions, recruitment,
selection, induction, probation & onboarding records, performance management records and
various other information is stored. This will assist them to ensure that they have precise
information that will assist them within delivering relevant services as per desired standards.
3. Illustrate systems utilised for recording data and its storage along with their benefits.
This can be carried out HR department of organisation in 2 ways or 2 systems are being
used for storing as well as recording the data. They are illustrated below along with their
benefits:
Paper based or manual system: This implies traditional method through which Tesco
can record the information. This comprises of making use of file cabinets or making use of paper
to maintain the records. Its benefits, are specified below:
1. It is easy to understand as generally they are hand written that comprises of essential
aspects that are necessary for HR or any other personnel to acknowledge.
2. They are persistent, robust and flexible that are being supported via legal processes. In
addition to this they cannot be hacked.
They are expensive, information may be lost, prone to physical damage like water, fire,
etc. (Holland, 2019).
Computer-based and automatic system: This denotes usage of computer system for
maintaining record of information as well as accessing it as per requirements. The benefit are
specified beneath:
1. It provides firms with comprehensive and consistent entries that will aid them to have
concise data that can be accessed by having web access from anywhere as per the
requirements.
2. Backups, multiple copies as well as archives can be stored within remote storage that
will eradicate the probability of physical damage (Chang and et. al, 2019).
The major drawback is that it can be hacked which implies security concerns are there.
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4. Explicate 2 legal requirements that firm must abide to.
With reference to Tesco, they are illustrated below:
1. Data Protection Act, 1998: This comprises of set of practices and rules to which firm
must adhere to while processing of data related with the individuals, furnish or grants
rights to individual as well as it creates independent body that supervise these practices,
rights and rules. This provides new provisions with reference to regulations for
processing data related with individuals that comprises of attaining, holding or usage of
this.
2. Freedom of Investigatory Powers Act 2000: This is liable for formulation of
circumstances when keeping or tracking records associated with communication like
tracking of their emails or phone calls is regarded as lawful. This act provides provision
for interception of interaction, its acquisition along with disclosure of information
associated with communication, having surveillance and usage of covert human
intelligence sources (Nankervis and et. al, 2019). The acquisition of means through which
electronic data is secured via passwords or or encryption might be accessed or decrypted.
These legal requirements must be followed by Tesco to ensure that they are able to
address the needs as well as ensure that safe working environment is being provided to their
employees and customers in context of security of their information. Apart from this, as per
freedom of investigatory powers act, it will also protect organisation by identification of different
malicious activities that are being conducted by employees not only at organisational levels but
also at higher levels.
5. Illustrate learning process that is gained by carrying out this assignment.
For completion of this assignment insight has been attained into HR department of
organisation and information that is being stored by them. Furthermore, ways in which this can
be attained are also acknowledged that aids within learning traditional as well as modern or
digital methods for storing the information. Different legislations related with HR practices have
also been learnt that will aid in future while working as HR in any firm as they have to be
followed to ensure that operations are conducted in precise and concise manner.
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References
Books & Journals
Chang, Y. and et. al, 2019. The effect of IT ambidexterity and cloud computing absorptive
capacity on competitive advantage. Industrial Management & Data Systems.
Edwards, M.R. and Edwards, K., 2019. Predictive HR analytics: Mastering the HR metric.
Kogan Page Publishers.
Hamoud, A.K. and et. Al, 2020. Improve HR Decision-Making Based On Data Mart and OLAP.
Holland, P.J. ed., 2019. Contemporary HRM Issues in the 21st Century. Emerald Publishing
Limited.
Nankervis, A. and et. al, 2019. Human resource management. Cengage AU.
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