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Recording, analysing and using HR Information

There are several reasons why it is important for the company to collect, store and use HR data these include meeting legislation, workforce planning & budgeting.
The primary information gathered is personnel details including start date, job title, name, address, contact number, D.O.B, National Insurance number, bank details this is then used to run payroll but additionally can be used for retirement details, length of service and department salary costs.
Leave and absence records are collected so they can be used to plan labour to reduce the risk of disrupting production and if required, bring in temporary labour. Absence records are kept to monitor trends i.e., if it is the same person - is it ongoing condition, if they is an increase at certain times of the year within departments or is it a work related issue. By looking at the trend maybe find ways to reduce the absence levels and costs.
Records can be stored in a few different ways we have a paper based system that is kept within a key coded payroll / HR office in a locked filing cabinet and the key is stored within a locked drawer. It holds all the original documents.
Records of employees are also logged into a password controlled Time and Attendance system which holds all employees primary details. It is a daily clocking system which can be used for fire drills but it records all holidays booked / absence / lateness / training days etc. Notes can be also added under the tabs to explain reasons. Managers have access only to their team information so they are able to run reports on absence to follow the absence control procedure.
Another way documents can be stored is onto the HR drive, access for the drive can be given by the I.T. only for HR personnel and only by their login into the system. The drive is then broken down into a number of folders

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