Human Resource Management: HR Data Collection and Storage

This report delves into the critical aspects of Human Resource (HR) data management. It explores various methods of collecting and recording HR data, emphasizing the significance of this data in understanding employee behavior, addressing organizational issues, and fulfilling legal obligations. The report highlights the importance of HR data in supply management and ensuring equal opportunity standards. It also discusses the role of HR data in change management, aligning with company policies and procedures. The report examines different ways to store HR data, including paper-based and electronic records, and underscores the legal requirements, such as The Freedom of Information Act and Data Protection Act, that govern data handling. The report concludes with recommendations for HR managers, such as employee motivation and transparent communication during organizational restructuring, and emphasizes the overall importance of HR data for both the organization and its employees.

Running Head: ACTIVITY 2 1
Human Resource Management
Activity 2
Student’s Details
12/17/2019

ACTIVITY 2 2
Contents
Introduction................................................................................................................................3
Ways to collect and record HR data...........................................................................................3
To ignore the excuses of employees.......................................................................................3
To fulfil the legal requirements..............................................................................................3
Importance of HR data...............................................................................................................4
The information of supply management.................................................................................4
Legal requirements.................................................................................................................4
Use of HR data in change management.....................................................................................4
Ways to store the Data...............................................................................................................5
Paper-based employee record.................................................................................................5
Manual Electronic Employee Record.....................................................................................5
Legal Requirements...................................................................................................................5
The Freedom of Information Act...........................................................................................5
Data Protection Act................................................................................................................5
Recommendations and Conclusion............................................................................................5
References List...........................................................................................................................7

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Introduction
To run an organisation successfully, it is very important to keep all the records for
future of the organisation. When human behavior is studied within organizations, it is called
organizational behavior. In simple words, it can be said that to refer to the study of behavior
of individuals working in an organization is called organizational behavior. Organizational
behaviour studies what individuals do and why in the organization and how their behaviour
affects the organization's actions.
HR data is a major tool for analyzing different levels of human behaviour. This helps
managers to understand the behaviour of individuals at the individual, interpersonal, group
and inter-group levels. Through organizational behaviour, the manager can better understand
the complexity of individual behaviours and bring desired changes or improvements in
human behaviour by better understanding the employee working in the organization as a
whole human being. From this, one can understand the state of mind of work, attitude, a
satisfaction of work, response, readiness, work-loyalty, attitude towards work, etc. Human
relationships can be improved with their knowledge (Martin, Whiting, & Jackson, 2010).
Ways to collect and record HR data
To ignore the excuses of employees
The reasons and excuses of employees to take leave is the one of the biggest reason
for the serious concern of the human resource managers. Sometimes employees take
unapproved leaves which create big problems for the organisation because it involves extra
cost. The individual records of employees help HR to monitor the performance of employees.
This type of data also helps managers to identify the areas of problems and take necessary
actions to solve the organisational issues. Because to know the exact reason of satisfaction or
dissatisfaction of the employees their data has to be collected to avoid the unclear
assumptions.
To fulfil the legal requirements
According to the law, all organizations must rule the requirement to complete pre-
registration hours by employees or record information for small working hours,
Compensation to meet the requirement in the Rates of Minimum Wages Act 1998, NI

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Details. By storing personal data, employers can monitor compliance with the law (HR
masterkey, 2014).
Importance of HR data
The HR data is very important for the organisation and these reasons are:
The information of supply management
The HR data is important to ensure the decisions related to the planning and training
of manpower which is based on real or actual needs of the organisation.
Legal requirements
This data is also important to ensure that organisation is setting equal standards of
opportunity. If company fires any employee, then company must have right reason to fire and
that data readily available to prove that (Stewart, 2009).
Use of HR data in change management
If described about the management of the organization, it also involves focusing on
policies and its main function is to move forward in the industry, and achieving these goals is
the main agenda of every business. HR management leads the growth of the company
following trend systems and policies.
Every organization has a human resource management trend by which the strategic
objectives of the organization are met and at the same time it is designed to maximize
employee performance. This task is none other than Human Resource Management (HRM).
HR Management Trends is one that is concerned with focusing on systems and policies. It is
essential that human resource management is working appropriately and in accordance with
the latest trends and technology to be able to meet business life challenges.
An organization operates within a framework or within certain guidelines. These
guidelines are fully established by the company's top management and various departments,
including the HR team, based on the type of HR policies and procedures that need to be fully
implemented. This framework and these guidelines are known as the company's HR policies
and procedures. The HR policies and procedures of any company describe the organization's
business and what guidelines you need to follow under how you need to execute the business.
In short, the company's human resources policies and procedures provide guidelines for how
employees perform their work in the company and what employees can do and what

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employees cannot do in the organization. They also provide guidance on the activities that
can and cannot be done by the employees of the company, as well as what decisions can and
cannot be made. It is also said that these policies and procedures are not government-
enforced laws, yet they usually have the foundation of law (Human Resources Today, 2019).
Ways to store the Data
Paper-based employee record
When high officials of the company want to save the records of an employee in the
organization, this method is probably the most primitive way of storing employee records, it
is considered more profitable mainly in government work, in which using physical files, in
general, Includes those that are held in the filing cabinet. It is not wrong to adopt such a
method, at least not in the context of employment law - but due to the outdated methods,
some people have started to consider it incompetent.
Manual Electronic Employee Record
If you store employee information in this way, it is likely that company's computer or
laptop is littered with spreadsheets to track employee absenteeism, employee contracted text
files and archives filled with leave request forms and other useful documents. This is
definitely a step up from using a filing cabinet (PeopleHR, 2016).
Legal Requirements
The Freedom of Information Act
As per the Act, any information can be requested by a public sector organization in
Kazakhstan on any subject. In this act, the request can be put forward by anyone and is
considered according to the rules, which will depend on the type of information anyone state.
Policies of Kazakhstan
The employee training has to be done according to the learning stage and performance level.
And this training will be used later to decide the efficiency of the employees after simple
evaluation. A systematic implementation has to be done in the career development side.
Regular performance appraisal should be done in the organisations.

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Data Protection Act
The purpose of this Act is to control personal information by organizations or entity.
The confidentiality of HR data recording and archiving stored data must be maintained so
that personal information is not exposed (ICO, 2019).
Both Acts are also applicable for the organisations of Kazakhstan.
Recommendations and Conclusion
 It can be recommended to the organisation, that HR managers always motivate
their employees because restructuring of the organisation usually demotivates
the employees.
 Most of the employees are satisfied with their job, but organisation always
tries to communicate with employees and understand their problems. It will
help them to understand the changes in the organisation.
 It can also be recommended that, organisation not increase the work pressure
at the time of restructuring the organization.
 The organisation should inform the employees about the new upcoming
structure of the organisation so that they can be prepared to cope up with those
changes.
 It can be recommended that some activities can be done in the company by
which the real reason of the employees to be unsatisfied can be detected.
 The reason behind the acting by the employees to be satisfied should be
detected and enforce some rules according to the restructuring so that the same
cannot get repeated.
From the above discussion, it can be concluded that HR data is very important for the
organisation as well as employees. There are many benefits to store the data, such as monitor
the performance and fulfil the legal requirements.

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References List
HR masterkey. (2014, August 25). Data Collection in HR. Retrieved December 17, 2019,
from hrmasterkey: http://www.hrmasterkey.com/2014/08/25/data-collection-in-hr/
Human Resources Today. (2019, November 22). When Change Management Comes to HR.
Retrieved December 17, 2019, from
https://www.humanresourcestoday.com/analytics/change-management/?open-article-
id=12139200&article-title=when-change-management-comes-to-hr&blog-
domain=flimp.net&blog-title=flimp-communications
ICO. (2019, December 17). The employment practice code. Retrieved December 17, 2019,
from
https://ico.org.uk/media/for-organisations/documents/1064/the_employment_practices
_code.pdf
Martin, M., Whiting, F., & Jackson, T. (2010). Human Resource Practice. London: CIPD.
PeopleHR. (2016, May 3). Where Should You Be Storing Employee Records? Retrieved
December 17, 2019, from https://www.peoplehr.com/blog/2016/05/03/where-should-
you-be-storing-employee-records/
Stewart, K. (2009). How to assess HR’s contribution. People Management , 31.