Assignment 2: Recording, Analysing and Using Human Resource Information (3RAI).
This assignment is based around a retail organisation. This organisation is in the fashion sector, primarily selling ladies fashion (although it does have some lines for men and children). The organisation has 34 stores, primarily based in the Midlands and South of the UK. It tends to employ significant number of students during the holiday period (to help cover staff holidays) and it always employs a number of temporary workers in the busy weeks leading up to Christmas.
Answer the following questions (total of 1000 words):
1. Why does this organisation need to keep employee records (identify at least two reasons?)
Two reasons as to why the above mentioned organisation would need to keep employee records are as follows;
1) To satisfy legal requirements – There are numerous legal requirements regarding the recording of employee records. The key legal requirements that this or any organisation or Human Resources (HR) department would need to be aware of are; Storing records for the Inland Revenue, The Working Time Regulations 1998, The National Minimum Wage Act 1998 and the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). This list is not exhaustive.
According to Martin et al ‘there is an extensive body of legislation that regulates and controls the management of personal data and information. HR records have to satisfy a number of legal principles’.
2) To provide information to support the organisation in its decision making – By keeping employee records the above mentioned organisation can support the organisation in its decision making in various ways. For example as this organisation tends to employ a significant number of students during the holiday period they would be able to look at records from previous years and perhaps re-employ students who had a good previous record in attendance and performance etc. On the other hand if they had an employee who caused them problems with areas such as attendance or performance they would know not to re-employ them. This could help to save time and resource when it comes to recruiting for the holiday period.
2. What data relating to employees might this organisation want to collect and how will this support HR or L&D practices? (Give 2 examples of types of data)
Two examples of types of data the above organisation may want to collect to support with HR or L&D practices are as follows;
1) Primary employee records – These records include all employee personal information such as name, address, date of birth, start date of employment, bank details, National Insurance number, and tax information (P45 or P46).
This information will support the HR department in a variety of different ways ranging from simple tasks such as producing letters to more complex tasks such as producing reports. The HR department may need to produce letters for employees relating to anything such as a change in working hours to information about a sickness absence. The employees contact information would be gathered from the primary employee records as mentioned above. The HR department may also need to produce reports; these reports may refer to the age of the workforce, or the length of service within the workforce. Again the HR department would look to these primary employee records to support.
2) Absence – It is vital for any organisation to record absence levels however, ultimately if the information gathered is not used then it is of no real benefit to the organisation.
According to Daniels ‘if absence data is going to be of any use it needs to be: • Reported monthly
• Reported alongside data that shows at least the past 12 months • Compared with the rate for the industry
• Broken down by group of employee (e.g. manual and...
References: • Information Commissioner’s Office (2012) ‘Processing personal data fairly and lawfully (Principle 1)’ (online) (cited 6th August 2012). Available from:
• The National Archives (2012) ‘Data Protection Act 1998’ (online) (cited 6th August 2012). Available from:
• Daniels, K. (2010), Recording, Analysing and Using Human Resource Information, ICS Limited, Glasgow.
 M.Martin et al (2010) Human Resource Practice, Chartered Institute of Personnel and Development, London, p
 K. Daniels (2010), Recording, Analysing and Using Human Resource Information, ICS Limited, Glasgow, p.17
 Martin et al, Human Resource in Practice, pp
 The National Archives (1998)
 Information Commissioner’s Office (2012)
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