3 RAI – Recording, Analysing and Using HR Information
Level 3 CIPD Foundation Certificate in Human Resources Management

Student: Kevin Bickle
Tutor: Margaret Lawson
Word Count 636
Date Submitted 23rd February 2016

Contents Page
1. Purpose
2. Background
3. Current Status
4. Key Considerations
5. Options
6. Conclusions and Recommendations

Activity 1 1. Purpose
The purpose of this briefing is to inform the Director about a review of Brenikov’s approach to collecting, storing and using HR data. 2. Background
The review was requested by the HR Director joining Brenikovs to ensure that it’s compliant with The Data Protection Act 1998 and The Freedom of Information Act 2000, the two main pieces of UK legislation covering the collecting, storage and use of data in the UK. 3. Current Status
Currently the Freedom of Information Act does not apply to Brenikovs as it’s not publicly funded. Brenikov Training does need to ensure compliance with The Data Protection Act as it currently collects HR Data to assist with strategic planning and to ensure compliance with legislation (Rights to Work). Brenikovs currently collects and analyses data on employee absence to identify any trends and allow the HR team to actively put in place working practices to minimise disruption. It also collects data on DBS checks as part of the recruitment procedures to ensure compliance with safeguarding and child protection legislation. 4. Key Considerations
The information Brenikovs collects is stored both electronically on a standalone computer and manually in the traditional paper based format. Both methods of storing the information have positives and negatives.
Electronic Storage
This method is the environmentally friendly method which takes up minimal space as there is no need for large cabinets filled with documents. The data for this is also more accessible and faster to send to the necessary colleagues for use. The negatives of using this type of storage is that it could be hacked, deleted accidently, inappropriately accessed and could become too large for use. It is also dependent on the technology working.
Manual Storage
This method is useful for anything that needs a signature as it provides tangible evidence. It’s not reliant on technology so can be accessed anytime and can’t be hacked. The negatives of this method is information can be easily lost or misplaced if it’s not well organised. It’s also not as secure as file rooms/ cabinets can be accessed by a wider range of people. There is also a larger fire hazard within the organisation and it is space intensive. 5. Options
Since Brenikovs needs to collect HR data, it must look at solutions to ensure it is stored securely. There are 3 solutions it can look at to do this:
Option 1 – Electronic storage only – With improved technology and decreasing costs of touchscreen tablets and computers, even documents that require signatures can now be done electronically. This would require a large investment in technology to upgrade the computers in place and time to train the HR team on their use. Brenikovs would also have to look at stronger firewalls or have it stored on a computer not connected to the internet which would make it less accessible and therefore more time consuming to deal with data requests.
Option 2 – Manual Storage only – With the correct procedures in place with regards to who can access it, this is most secure. It requires a large amount of space that could be put to better use and presents a continued fire risk to the premises. There are companies available who will store data, but a complete cost vs benefit analysis would need to be completed to say if it was worthwhile to Brenikov Training.
Option 3 – Electronic and Manual Storage – This is the current solution in use at Brenikov Training but could be improved by risk assessing what data we currently collect, and moving all but the most confidential information to an electronic storage method. This option would still require a smaller investment in technology and would be time consuming analysing the risk and converting documents/ creating spreadsheets. 6. Recommendations
Option 3 is the recommended solution for future HR data collection and storage.