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1.1
There are many different reasons as to why an Organisation needs to collect HR data, one of these could be for Legal requirements. All Employers are required to ensure that all of their Employees have a Right to Work in the UK. This could be in the form of a valid UK Passport, an Employer would then have to check the original to ensure it is valid and keep a copy on record (Richter, 2014).
Another reason would be for administration purposes, an Employer would need to store information such as addresses, phone numbers, and next of kin details to ensure that they are able to contact employees via telephone and letters and also contact family members if an emergency was to occur.
1.2
One type of data that is collected by HR is absence (Richter, 2014). This allows an organisation to monitor the leave taken by each employee. A manager can then ensure an employee is not taking too much or too little holiday and it can also highlight any trends showing in sickness absence.
Other types of data collected by HR could be data relating to Recruitment, this may include where the candidate was recruitment from, whether it is an agency and if so what the recruitment cost was. You may also keep a record of the date a role has been signed off and how long it has taken to recruit and place a candidate. Logging this sort of information allows you to look back and see if there are any week areas within the recruitment process, you can then look at how to improve these and therefore hopefully place candidates quicker.
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2.1
HR data can be stored either electronically or you can also store the hard copies. There are many advantages and disadvantages to both of these methods. Hard copies can be beneficial as they are the original of the document; it can also be a lot cheaper for this kind of storage as usually they will be stored in the office. They are easily accessible