Understand what data needs to be collected to support HR practices

Assignment Brief

This paper focuses on the CIPD unit code Recording, Analysing and Using Human Resources Information that encompasses the following aspects thoroughly:

• What kind of information should be gathered to support the practices of HR and L&D.
• How the HR data is recorded, regulated and collected.
• How do you analyse the HR information and data along with proposing the findings to notify decision-making process.

Instructions 

Title of unit/s Recording, Analysing and Using Human Resources Information

Learning outcomes:

1. Understand what data needs to be collected to support HR practices
2. Know how HR data should be recorded, managed and stored
3. Be able to analyse HR information and present findings to inform decision-making

Sample Answer

Understanding and Using HR Data: Collection, Management, and Analysis for Effective Decision-Making

Introduction

Human Resources (HR) and Learning & Development (L&D) rely heavily on accurate, well-managed information to make smart decisions, improve employee experience, and meet legal responsibilities. This paper will explain the type of HR data that should be collected, how this data should be recorded and managed properly, and how the analysis of such information supports decision-making in a professional and ethical way.

What Kind of Information Should Be Gathered to Support HR and L&D Practices

To run HR and L&D functions effectively, several types of data must be collected. These include:

Employee Personal Details

• Name, address, contact numbers, date of birth

• Emergency contacts

• National Insurance number or ID

Employment Details

• Job title and job description

• Start date and contract type (full-time, part-time, fixed-term)

• Salary and benefits

• Working hours

Attendance and Leave

• Sick days, annual leave, maternity/paternity leave

• Timekeeping and punctuality records

Performance and Development

• Appraisal outcomes

• Training completed

• Career development plans

• Disciplinary or grievance records

Health and Safety

• Workplace accidents or incidents

• Risk assessments (especially for pregnant or disabled staff)

Recruitment and Selection

• Applications received

• Interview notes and scoring

• Equality monitoring data (age, gender, ethnicity, etc.)

This data helps HR teams support the full employee lifecycle, from recruitment to retirement, while also helping with workforce planning, training, diversity monitoring, and more.

How HR Data Should Be Recorded, Managed, and Stored

Proper handling of HR data is not only best practice but also a legal requirement under laws such as the UK GDPR and the Data Protection Act 2018. HR professionals must ensure that data is:

Accurate and Up to Date

Data should be reviewed regularly to avoid using outdated information.

Secure and Confidential

Information must be stored securely, either in locked cabinets (for paper records) or protected with passwords and encryption (for digital files). Access should be limited only to authorised personnel.

Compliant with Legal Standards

HR data must be processed fairly, stored for no longer than necessary, and kept only for clear and legal purposes. The principles of data protection (lawfulness, fairness, transparency, etc.) must always be followed.

Properly Organised

Many organisations use HR Information Systems (HRIS) to make recording and managing easier. These systems allow quick access, easy updating, and better control of data.

Backed Up and Recoverable

It is important to back up HR data regularly to avoid permanent loss due to technical failures.

Continued...