1. Two reasons why the organisation needs to collect HR data

It is essential for organisations to keep up to date and accurate records to ensure efficient forward planning, to meet requirements of employment equity legislation. Employment protection rights demand that we keep records of employees; two important reasons to maintain our records are listed below:

1. Verify, monitor, measure and address gaps, trends, progress and perceptions proactively identify opportunities for improvement and growth.
2. To promote an inclusive and equitable work culture to effectively thrive in an increasingly globalised, competitive business environment.

HR records encompass a wide range of data relating to individuals working in an organisation, which may be stored in a variety of media, such as computer database or paper files. There and advantages and disadvantages to both media:

1.1 Paper records/ Paper Files:

A risk analysis needs to focus on the secure storage and the prevention of threats such as fire or theft and relevant personnel can only access those files. There are legal requirements that employees are required to meet in terms of the length of time that specific documents are to be retained, so thought needs to be given to storage space and all files must be easily retrieved and accessed when required.
The business must implement and maintain a good document discipline, i.e. no paper should be left laying around for unauthorised access, and a clean desk at night policy must be mandatory. However, there are some benefits to collecting and retaining paper files. Paper files are not susceptible to computer viruses, they are user friendly, and there are benefits to their portability.
Paper Files supporting HR: This system of saving files proves particularly helpful while signing important job contacts, Signing of important legal documents that show