Information Technology provides several advantages to the organization; This include one such advantage is the ability of IT to link

k and enable employees (Dewett & Jones, 2001). Electronic communication increases the overall amount of communication within a firm. The most important aspect is that people from the various units of a corporation can interact with each other and thus horizontal communication is promoted. All the obvious advantages of quicker information availability is the outcome of this function of IT but it must also be remembered that too much electronic communication leads to increased alienation of employees due to increased impersonality. Relating to this, IT also increases boundary spanning. An individual can access any information in any part of the organization with the aid of the appropriate technology. This eliminates the need for the repetition of information and thus promotes non-redundancy. IT's ability to store information means that the organization does not have to rely solely on the fallibility of human error, which is subject to error and erosion (Dewett & Jones, 2001). Information can be stored, retrieved and communicated far more easily and effectively. However, IT can often lead to information overload, meaning that managers have to sift through an insurmountable amount of stored data and thus hindering timely decision-making. This problem is not as serious as first thought, though. Information overload is not an IT problem but more of a documentation problem. Furthermore, management tend to adapt to IT problems once it gets used to the idea of the new technologies Uses of Intranet in HR HR work involves providing huge amounts of up-to-date information, managing employee records, processing HR transactions, and cultivating company culture all of which are naturally served by a well-functioning social intranet. This post talks about the many ways HR can and should use the company intranet. 1. Information Dissemination The intranet is the most logical central location for HR documents. When changes happen, its easy to replace them with the most current version, thus reducing confusion. Heres a sampling of documents that can be uploaded into the intranet: policies and procedures job descriptions and compensation information benefits and entitlements leave information for employees

HR-related news are also easily disseminated on the intranet. Examples include announcements about new hires, changes in policies and procedures, upcoming holidays, and job vacancies. An HR calendar provides at-a-glance information on training schedules, deadlines, and other important events. The intranet is also the perfect place to gather and respond to employees HR-related questions. Answers are archived for the benefit of other staff members. Proper tagging and use of meta-data make answers easily searchable. By using the intranet for information dissemination, the number of inquiries to HR can be greatly reduced, freeing up HR staff for other tasks.

2. Information Collection HR can also use the intranet for faster information collection. For example, the employee database can be housed in the intranet, and employees can update their personal data as changes happen. HR can also create an intranet e-form to perform a needs assessment of staff. This information can be used for planning many other HR activities. 3. HR transactions E-forms can be created for virtually any HR transaction. For example, vacation applications, benefit enrollments, and resource booking can all be done on the intranet. Because the intranet can be accessed on any web browser including mobile devices approvals can be done even when approving officers are out of the office. This means faster, paper-free processing. 4. Training Everything from planning, scheduling and delivering training can be done on the intranet. Text, photos, slideshows, and videos can be embedded in a wiki on the intranet. Because the training materials are no longer in a physical format, they are available simultaneously to users (whereas previously training DVDs, for example, were limited in number and availability). The intranet also makes it easy for HR staff to monitor completion of training courses, respond to questions, and assess learning. 5. Feedback Gathering The intranet also makes it easy for HR to gather feedback. Aside from collecting employee questions, HR can easily get staff members comments on documents and other content. Polls and surveys help HR collect employee opinions and input. By analyzing the content analysis of staff members status updates, blog posts, and intranet comments, HR can get a sense of the general mood and emotions of staff. 6. Community Building HR can track birthdays and anniversaries, organize special events, and help employees know each other better through the intranet. Posting photos and videos of office events also helps build community and camaraderie. 7. Performance Management Performance management processes can be completed in the intranet. For example, an e-form can be used to document key result areas for each employee. Performance tracking and appraisals can also be done on the intranet. 8. Recruitment Recruitment also becomes easier with the intranet. Internal recruitment is served by announcing vacancies and accepting applications via the intranet. HR can also use the intranet to find internal talent to fill vacancies. For external recruitment, applications can be routed and scored through the intranet. The virtual meeting room can be used by recruiting panelists, especially if theyre in different locations, to discuss

candidates and create a shortlist. How else can HR use the intranet? Did I forget anything? How does your HR harness your intranet to make their job easier and more effective? Personnel Records Personnel Records are records pertaining to employees of an organization. These records are accumulated, factual and comprehensive information related to concern records and detained. All information with effect to human resources in the organization are kept in a systematic order. Such records are helpful to a manager in various decision -making areas. Personnel records are maintained for formulating and reviewing personnel policies and procedures. Complete details about all employees are maintained in personnel records, such as, name, date of birth, marital status, academic qualifications, professional qualifications, previous employment details, etc.

Types of Personnel Records 1. Records of employment contain applicants past records, list sources, employees progress, medical reports, etc. 2. Wages and salaries records contains pay roll records, methods of wages and salaries, leave records, turnover records and other benefit records. 3. Training and development contains appraisal reports, transfer cases, training schedule, training methods. 4. Health and safety records include sickness reports, safety provisions, medical history, insurance reports, etc. 5. Service Records are the essential records containing bio-data, residential and family information, academic qualifications, marital status, past address and employment records. Purposes of Personnel Records According to the critics of personnel records, this system is called as a wastage of time and money. According to personnel records, followers of this : Dale Yoder, an economist of Michigan University, USA has justified the significance of personnel records after making an in-depth study. 1. It helps to supply crucial information to managers regarding the employees. 2. To keep an update record of leaves, lockouts, transfers, turnover, etc. of the employees. 3. It helps the managers in framing various training and development programmes on the basis of present scenario. 4. It helps the government organizations to gather data in respect to rate of turnover, rate of absenteeism and other personnel matters. 5. It helps the managers to make salary revisions, allowances and other benefits related to salaries. 6. It also helps the researchers to carry in- depth study with respect to industrial relations and goodwill of the firm in the market. Therefore, personnel records are really vital for an organization and are not a wasteful exercise. Human Resource Information System The Human Resource Information System (HRIS) is a software or online solution for the data entry,

data tracking, and data information needs of the Human Resources, payroll, management, and accounting functions within a business. Normally packaged as a data base, hundreds of companies sell some form of HRIS and every HRIS has different capabilities. Pick your HRIS carefully based on the capabilities you need in your company. Typically, the better The Human Resource Information Systems (HRIS) provide overall: Management of all employee information. Reporting and analysis of employee information. Company-related documents such as employee handbooks, emergency evacuation procedures, and safety guidelines. Benefits administration including enrollment, status changes, and personal information updating. Complete integration with payroll and other company financial software and accounting systems. Applicant tracking and resume management. The HRIS that most effectively serves companies tracks: attendance and PTO use, pay raises and history, pay grades and positions held, performance development plans, training received, disciplinary action received, personal employee information, and occasionally, management and key employee succession plans, high potential employee identification, and applicant tracking, interviewing, and selection. An effective HRIS provides information on just about anything the company needs to track and analyze about employees, former employees, and applicants. Your company will need to select a Human Resources Information System and customize it to meet your needs. With an appropriate HRIS, Human Resources staff enables employees to do their own benefits updates and address changes, thus freeing HR staff for more strategic functions. Additionally, data necessary for employee management, knowledge development, career growth and development, and equal treatment is facilitated. Finally, managers can access the information they need to legally, ethically, and effectively support the success of their reporting employees.