* 2 reasons why the organisation needs to collect HR data

* Satisfy Legal requirements :
In many countries the employment protection rights requesting employers to keep records for many functions within their organizations. This can be a protected issue for employers against discriminations or unfair dismissed employees. H&S legislation request record keeping about any accidents, H&S exit plan, training, etc.
In our region the government asking for information about how many employees they have, number of Saudi nationals employees (there is minimum mandatory percentage of Saudi nationals within the organization), and salary transfers proofs and dates of payments (wages protection system – a system of transferring salaries to banks)

* Contact details of employees:
Having records about the contact details of the employees will make it easier to pay them in the right time. Having their bank details for example will make it easier for Hr to transfer the salaries for all employees. Also details records will be a resource to contact a relative or friends in case of emergencies.

* 2 types of data that is collected within the organisation and how each supports HR practices

* Employee Performance Appraisal: will help the organization to identify the performance gaps. Developing the training plans as this considered part of the training needs for the organization. Support the promotion and reward systems for high performer’s employees. In our organization before any decision about a promotion or reward we look for the last 2 years performance appraisal for the employee as criteria for promotion selection.

* Training records and agreements: training agreements within the organization will support the decisions about the training provided for the employees. For example if the study time will be their own time or company time. In our organization for example; if employee leaves the company within 2 years after completing the training then the employees has to pay the training fees to the organization. Also records about the mandatory training for each employee, records about the completed training for each employee will make it easier to track the completed mandatory training as it is considered a KPI against the HR and training departments.

* A description of 2 methods of storing records and the benefits of each

* Hard Copies: storing records on hard copies. The advantage of the method:

A. Legal Requirements: most of the legal/government parts require hard copies for evidence in case there is a legal despite or an inquiry of any information. B. More economical: cheaper than the computerized methods. C. Back up: in case the Soft Copies are not available of software failure. * Soft Copies: Storing records as a softcopy using the computerized software’s and systems, the advantage of the method:

A. Storing: Not much space comparing to the Hard Copies. B. Retrieving data: easy way to retrieve the required data from the system. Easier search.. C. Accessibility: easy to access from any location by using the technology. Multi access to the data with different persons can be at the same time.

* 2 essential items of legislation relating to the recording, storage and accessibility of HR data (You may refer to European law or your local law requirements.)

* The Data Protection Act 1998 (DPA): The main UK legislation governing data protection which came into force on 1 March 200. Act aim to give individuals rights concerning the processing of personal data.
Mainly concern the personal date held in the filing system for example email, taped telephone conversations or social networking sites and blogs, successful and unsuccessful job applicants, agency and contracts workers, individual customers, individual evaluation, religious beliefs.

The DPA has eight principles which specify that data must be:

1. fairly and lawfully processed 2. processed for limited purposes 3. adequate, relevant and not excessive 4. accurate 5. not kept for longer than is necessary 6. processed in line with an individual’s rights 7. secure 8. Not transferred to countries outside the European Economic Area (EEA) without adequate protection.

* Human Right Act: Act confers the privacy on individuals and provides for employees in the public sector to take legal action against their employer if they consider that their rights have been infringed. Monitoring of emails to prevent crimes, for example; employees should be informed in advance that the use of the facility is not private.
Also protects individuals from you disclosing private information that you may hold as a result of employing them. Disclosure without consent could lead to a grievance and a claim of constructive dismissal.