booklet - Acas

1 85% 65% 45% 80% 60. Personnel data 95% 70% 45% 90% 65. and record keeping booklet work inform advise train with you Acas can help with your employment relations needs 1. 2. Every year Acas helps employers and employees from thousands of 3. workplaces. That means we keep right up to date with today's employment relations issues such as discipline and grievance handling, preventing discrimination and communicating effectively in workplaces. 4. Make the most of our practical experience for your organisation find out what we can do for you. We inform We answer your questions, give you the facts you need and talk through your options.

2 You can then make informed decisions. Contact us to keep on top of what employment rights legislation means in practice before it gets on top of you. Call our helpline 08457 47 47 47 or visit our website We advise and guide We give you practical know-how on setting up and keeping good relations in your organisation. Look at our publications on the website 5. or ask our helpline to put you in touch with your local Acas adviser. Our Equality Direct helpline 08456 00 34 44 advises on equality issues, such as discrimination. We train From a two-hour session on the key points of new legislation or employing people to courses specially designed for people in your organisation, we offer training to suit you.

3 Look on the website for what is coming up in your area and to book a place or talk to your local Acas office about our tailored services. 6. We work with you We offer hands-on practical help and support to tackle issues in your business with you. This might be through one of our well-known problem-solving services. Or a programme we have worked out together to put your business firmly on track for effective employment relations. You will meet your Acas adviser and discuss exactly what is needed before giving any go-ahead. work inform advise train with you Contents 1 Introduction 3.

4 2 Why peronnel records are important 4. 3 What records are needed 6. Human Resource Planning 7. 4 Key areas that need records 8. Statutory records 8. Organisational records 8. Recruitment and selection 9. Induction 10. Training and career development for individuals 10. Sick pay 11. Absence, lateness and employee turnover 11. Discipline and grievance 12. Termination of employment 13. Equal opportunities issues 13. 5 Setting up and running a personnel records system 15. What do you want the system to do? 15. Involving staff 15. What type of system? 16. Computer or manual?

5 16. Location 16. Document design 17. Using a computerised system 17. Reviewing the system 18. 6 Conclusion 19. 1. work inform advise train with you 7 Appendix 1 20. Examples of some personnel records: 20. Figure 1 Employment application form 21. Figure 2 Employment application form (simple) 23. Figure 3 A framework for a job description 25. Figure 4 Person specification 25. Figure 5 Induction checklist 26. Figure 6 Employment history record 28. Figure 7 Assessing employee performance 30. Figure 8 Individual absence and lateness record sheet 31. Figure 9 Monthly summary of absence etc 33.

6 Figure 10 Labour analysis 34. Figure 11 Analysis of employee turnover 35. Figure 12 Record of disciplinary action 36. Figure 13 Leaver's analysis form (monthly or annual as appropriate) 37. Figure 14 Sex and ethnic origin 38. 8 Appendix 2 40. Data Protection Act 1998 40. Notes 43. Further information 45. Acas publications 47. Acas training 48. Acas addresses Back cover 2 PERSONNEL DATA AND RECORD KEEPING. work inform advise train with you Introduction 1. All organisations, however large or In this booklet we explain why small, need to keep certain records, accurate personnel records are some because the law requires them, important.

7 We also give an outline and some for internal purposes. For of the key areas for employers, and instance, keeping records of hours give basic information on the setting worked by most workers (for the up of a personnel records system. purposes of the implementation of Samples of common records are the Working Time Regulations), and shown in Appendix 1. pay rates (for the Minimum Wage Act 1998, tax and national insurance obligations) will enable employers to monitor legislation compliance. Every employer also needs records of workers joining them, their job title, pay and so on.

8 INTRODUCTION 3. work info inf orm ad advi vise se tra tr ain with you Why personnel records are important Planning ahead can help all Personnel records are necessary for organisations to remain competitive the formulation and implementation and provide good service to their of employment policies and customers. Planning often depends procedures for recruitment, training, on having accurate, up-to-date promotion, dismissal etc2. Some of information. Personnel records these are required by law and others are particularly important when it enable personnel to monitor other comes to getting the best out of your processes.

9 For instance, personnel employees. Effective recruitment, records, and the statistics they training and staff development play provide, are important in helping to a key part in achieving organisational develop policies free from any bias goals. on grounds of sex, sexual orientation, religion or belief, race, age or Good records can help managers: disability. make decisions based on fact Accurate records help ensure rather than guesswork that workers receive their correct pay3, holidays, pension and other know what staff resources are entitlements and benefits. They available to meet production/ can be used to monitor fair and service requirements consistent treatment of staff, for example in relation to promotion more accurately assess levels of and discipline, and for worker performance and productivity development purposes.

10 Know what is happening with Many national published statistics, absence levels, employee turnover, for instance on earnings, employee sickness, accidents, lateness, turnover, overtime and so on, are discipline etc, and take appropriate gathered from employers via such and timely action1. records. Employers' associations, individual organisations, trade unions and many other bodies use such 4 PERSONNEL DATA AND RECORD KEEPING. information to help formulate their own strategies and policies. Good record keeping helps organisations to respond readily to requests for this 2.