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Cipd 3rai Activity 1

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As an organisation there are several reasons why we need to collect HR data.
The main purpose for the collection of this information; is to meet legislation criteria, to support workforce planning and to improve budget planning activites.
Attendance and leave records are collected on each employee to support workforce planning. The information on future employee leave can be used to plan for staff training or temporary workers to be brought in. This enables the organisation to carry on trading as usual and prevent disruption to workloads internally and to any external clients. Attendance data can also be used to monitor staff performance, for example any trends in sickness absence can help managers to focus on bringing absence levels down. The HR data will identify how many business days have been lost due to sickness which can be used as the incentive to reduce days lost.
Primary employee records are the key to the organisations workforce. This information collected on our workers holds personal details such as name and addresses, DOB, employment dates and payroll information. “It can be used in its raw, unprocessed form to send out a letter, for example. In addition it could be processed to identify who is due to retire or to calculate salary costs for a department.”(Martin & Whiting, 2013, p247)
When it comes to securely storing our collected data we have two available methods; using the organisations computerised systems or the manual filing facilities available.
Our computerised database that is specicially tailored to our organisation has many benefits. Firstly this is a securely built system that has virus and password protection built in. This prevents data from been stolen by external sources but also prevents internal staff from obtaining details not relevant to them by the password protection function. The system also features multiple user

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