Activity 1

In this briefing note I will be looking into and exploring an organisations approach to collecting, storing and using Learning and Development (L&D) data. Organisations collect L&D data regardless of their size or structure. The main reason an organisation would collect L&D data is so they are informed of the current skill set within certain areas/services this can help with a number of things such as new training commissioned as well as helping the organisation to identify which staff could be best equipped for new roles within the organisation. Another key reason that organisations keep L&D date is so that they have employee records and statistics on each of their workforce, this would be needed to coincide with legislative requirements

Types of Data collected

Evaluation records are important within any L&D function this can range from pre-course surveys which may be sent out to gauge the existing knowledge of the attendees to evaluation forms that delegates are required to complete once the course has been completed. Any organisation needs feedback on what they have commissioned this is due to a number of factors a main one being that it helps them identify if the learning aims and objectives have been met as well as identifying areas for improvement.
When commissioning L&D activities it is important that you research what competitors are offering so that you stay competitive within the market, for instance it is important that when you are looking at running programmes you are pitching them within the right price range, so accurate up to date records kept will help across the organisation.

Within our organisation we still use a combination of electronic and manual data systems, however as the organisation is continuously developing the number of manual systems is reducing. The main benefit of manual systems is data can quickly and easily be changed or removed; another benefit is that there is no risk of files or folders being unable to be accessed due to IT issues. Manual records are still kept in occasions where signatures are required for authenticity.
As an organisation we store the majority of our records electronically records include all of our training records and portfolios the main benefit is that reports can be run off by collating the data we hold, electronic data is also a lot more accurate and can be accessed by multiple people within an organisation and easily transferred if needed.

Two essential items of UK legislation which I feel relate to the recording, storage and accessibility of L&D data are;

The Data Protection Act 1998 Outlines the way information is handled and indicates legal rights people have when information is stored about them. Some personal information cannot be accessed by everyone and it is important that this secured and password protected. It is important that the Data controller within an organisation conforms to the eight principles of the act.

The Freedom of Information Act 2000

This act is related to the general public and gives a right of access to all types of recorded information held by public authorities. Within the organisation we have recently received more and more requests for information such as request for the amount of money spent on Mandatory training. This act encourages organisations to be open and works alongside other key acts.