There is an increasing demand on employers to retain, maintain and provide information on employees, both from an organisational perspective and also external sources. The storage of such data should be secure and yet accessible.
Last Modified on: 2002/05/09 4:53:46 PM
Last Reviewed on: 2009/08/28 15:56
Accurate employee data will ensure that the organisation can access information which will assist in the planning of the organisation, whilst also offering basic details of, for example, who to contact in an emergency should an employee become ill or sustain an injury at work.
The complexity of an information system will depend upon the requirements of the organisation and can be as simplistic as a card index. However, this is limiting and can be difficult to maintain to ensure that the information is current. There are now many computerised systems offering the opportunity to store and retrieve information in varying formats.
Data protection
The storage and processing of 'personal data' is governed by The Data Protection Act 1998 (link) which gives greater rights of access to individuals regarding information stored about them, both in computerised and manual records, and limits the information that may be collected.
Employee data to be stored
The level of information to be stored will depend upon the organisation's requirements, but basic information should include:
Personal details, eg. name, date of birth, address, qualifications, previous work experience, next of kin/emergency contact, bank details
Employment details, eg. date employment commenced, job title
Terms and conditions, eg. salary, hours of work, holiday allocation,
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