Employee records are a critical part of any human resources department. Not only do they provide essential information about employee history and performance, but they also help to ensure compliance with government regulations.
Employee records must be stored securely to protect the privacy of employees and to prevent unauthorized access. In addition, it must be regularly updated to reflect changes in job roles, employee status, and contact information. By storing them securely and keeping them up-to-date, human resources departments can ensure that they are able to effectively manage employee information.
6 Ways to Keep Employee Records Secure
1. Develop security policy
There are a number of ways to develop a security policy to protect employee records. One way is to limit access to the records. Only authorized personnel should be able to view the records, and they should only be able to view the information that is relevant to their job. In addition, employee records should be stored in a secure location, such as a locked filing cabinet or server.
Another way to protect them to encrypt them. This will make it difficult for unauthorized individuals to access the information. Finally, all employee records should be backed up in case of accidental deletion or destruction.
2. Follow recordkeeping laws
Employers are required by law to keep certain records for their employees. These records must be accurate and up-to-date, and they must be stored in a secure location. There are several reasons for this.
First, employee records contain sensitive information, such as social security numbers and health information. If these records were to fall into the wrong hands, it could lead to identity theft or other crimes. Second, accurate records are essential for conducting background checks and verifying employment eligibility. Finally, well-maintained employee records can help to resolve disputes and prevent lawsuits. By following the recordkeeping laws, employers can help to ensure that their employees’ records are secure.
3. Establish strict storage protocols
One of the most important responsibilities of any human resources department is to maintain secure employee records. These records contain sensitive information, such as social security numbers and dates of birth, that must be protected from unauthorized access. There are a number of ways to keep records secure, but one of the most effective is to establish strict storage protocols.
All employee records should be kept in a locked file cabinet or safe, and only authorized personnel should have access to the key or combination. By taking these precautions, businesses can ensure that their records are protected from unauthorized access.
4. Restrict access to selected members
In today’s business world, employee records must be kept secure to protect the privacy of both the employees and the company. One way to do this is to restrict access to selected members of the HR team. By keeping the number of people who have access to records limited, you can help to ensure that only authorized individuals are able to view or modify the information.
Additionally, you can also put safeguards in place such as requiring a password to access the records. By taking these steps, you can help to keep employee records secure and protect the privacy of everyone involved.
4. Monitor access logs
Access logs are an important tool for keeping employee records secure. By tracking which users have accessed which files, access logs can help to identify unauthorized access and potential data breaches. In addition, access logs can be used to monitor user activity and ensure that employees are only accessing the files they need. By regularly reviewing access logs, businesses can keep their records safe and secure.
5. Consider going digital
With the threat of cybercrime ever-present, it’s more important than ever to keep employee records safe and secure. One way to do this is to go digital. By storing records electronically, you can help to prevent unauthorized access and ensure that only authorized personnel are able to view sensitive information.
In addition, going digital can help to streamline the record-keeping process, making it easier to track and manage employee records. With so many benefits, it’s clear that going digital is the best way to protect employee records.
Keep Employee Records Confidential with DocuWare
Employee records are some of the most sensitive documents that a company handles. Social security numbers, financial information, and health records are just a few of the types of data that must be kept confidential. Unfortunately, paper files are often not secure enough to protect this information. They can be misplaced or stolen, and anyone who finds them will have access to the data.
DocuWare offers a secure, digital solution for storing employee records. Files are stored in a central repository and can only be accessed by authorized users. Furthermore, all activity is logged, so you can always track who has accessed the files and when. By moving employee records to DocuWare, you can rest assured that your data will be safe and secure.
Explore The Future of Human Resources
The future of human resources is going digital. That’s why the RDS Team offers a range of services to help you achieve your HR goals. We understand that the world of HR is constantly changing, and we are committed to keeping up with the latest trends and technologies. With our help, you can be sure that your HR department is always ahead of the curve. Contact us today at (877) 959 2234 to learn more about our services and how we can help you achieve your HR goals.