HR Data and Records Administrator

Introduction:

This training course is designed to equip participants with the skills needed to manage employee data and personnel records as a Human Resources (HR) Data and Records Administrator. It caters to a wide range of individuals, from experienced HR practitioners seeking to enhance their skills to recent graduates looking to establish themselves in the industry.

Participants will gain valuable insights into the organization and management of HR data and records, enhancing their knowledge and improving HR administration and management practices.

The course will also delve into the functions and significance of HR data analytics, teaching participants how to identify trends and utilize data effectively for HR management. HR managers and data administrators will learn to handle large volumes of HR information while adhering to governance requirements.

Objectives:

By the end of this Human Resources (HR) Data and Records Administrator course, participants will be able to:

• Secure HR information against unauthorized access and ensure data protection.
• Efficiently manage personnel files to support HR operations.
• Understand and comply with legal frameworks such as GDPR and HIPAA.
• Enhance performance and accuracy using HRIS and software tools.
• Interpret HR trends and perform strategic workforce planning and evaluation.
• Improve communication skills to collaborate effectively with other departments.
• Encourage continuous improvement and openness to new ideas.
• Uphold ethical standards in the protection and management of sensitive personnel information.

Training Methodology:

• Classroom discussions
• Role plays
• Project-based learning
• Workshops
• Teamwork
• Individual assignments
• Practice activity modules
• Evaluations and feedback

Course Outline:

Unit 1: Introduction to HR Data Management

• Essential concepts and procedures in HR data management.
• Legal issues and compliance with regulations such as GDPR and HIPAA.
• Ethical practices in data use, including information confidentiality.
• HRIS integration with data management.
• Impact of incorrect data entry on HR practices.
• Common challenges in managing HR data.

Unit 2: HR Data Entry and Maintenance

• Effective data entry techniques to minimize errors.
• Procedures for verifying the accuracy of HR information.
• Methods for classifying and archiving HR-related materials.
• Strategies for updating and maintaining staff files.
• Solutions to common data entry challenges.
• Importance of data quality assurance and error correction.

Unit 3: Records Administration and Compliance

• HR records life cycle management, including retention schedules.
• Legal compliance in records management and data retention.
• Internal auditing practices to monitor compliance.
• Measures to prevent unauthorized access to sensitive HR information.
• Employee training on proper records maintenance as outlined in policies.
• Compliance with regulatory recording requirements.

Unit 4: Data Analysis and Reporting

• Techniques for analyzing HR data to derive meaningful insights.
• Identifying key performance indicators (KPIs) relevant to HR.
• Methods for capturing HR performance metrics for management reporting.
• Considering workforce demographics for strategic planning.
• Introduction to evidence-based decision-making in HR.
• Regular assessment and monitoring of HR metrics based on data analysis.

Unit 5: Technology Integration and Future Trends in HR Data and Analytics

• Exploration of future trends in HR data management systems and technologies.
• Use of HRIS for integrated data exchange with organizational systems.
• Impact of automation on traditional HR activities and people management.
• Managing technological changes and adapting to new regulations.
• Innovations in HR data management practices.
• Collaboration with IT departments in implementing HR technologies.