BPHR’s Director Lisa Salcido, SPHR, SHRM-SCP provides answers to your pressing HR questions.
Question: I handle all of my employees’ sensitive information. What do you advise to keep files and data secure?
Answer: It is certainly reasonable to be concerned, the employee records you maintain could be at risk of identity theft and fraudulent misuse. There are some safeguards you can put in place to protect your employees’ confidential information. Before developing a process, check with your state laws to identify which records you need to keep and for how long. In New Jersey, all employers must implement the Employer Obligation to Maintain and Report Records policy.
BPHR recommends these additional guidelines:
Limit access to employee information to those with a legitimate need, such as business owners, the head of HR, and those processing payroll.
Secure paper files in locked cabinets, utilize encryption, and password protected files for emails and online storage.
When retention periods end, shred all old employee information following federal and state destruction requirements.
Your biggest security threat is carelessness, so train your employees on how to secure and properly share information.
Should you discover a data breach, most states including New Jersey, require immediate disclosure to law enforcement and those reasonably believed to have been affected.
Take a More Balanced Approach to HR with BPHR
The best, proactive measure you can take is to maintain all records in a Human Resources Information System (HRIS) with secure cloud storage. An HRIS with high-level security features, like Balance Point’s Orange, will allow you to prevent unauthorized access of your employees’ sensitive information. Our team will help alleviate the concern over sensitive data falling in the wrong hands, so that you can focus on what’s important–growing your business
Schedule your free phone consultation today to learn how your organization can benefit from our services.
Have a question for Lisa? Email her directly.
DISCLAIMER: The material presented on this page is for informational purposes only and does not constitute legal advice or legal opinion.