You often hear horror stories about corporate and employee data being leaked and this is a real fear for a lot of businesses, particularly HR staff. Of course, you can take steps to minimise the risk and make sure your employee data stays protected.
One of the best ways to keep your data safe is to use a service like Kelly’s Data Storage as they provide high level security for all kinds of data and documents. Here are some other ways to protect employee data.
Be aware of who has access to sensitive data
You should know exactly who has access to the parts of your system (or the physical files) that contain employee data. These should only be people who need to use that information as part of their job, such as HR.
Once you know exactly who has access, you should make sure they adhere to company guidelines on how this information is used and stored. Your data protection policy should also outline what should happen if a violation takes place. This ensures that security breaches (and accidents) are dealt with quickly and efficiently before the issue gets out of hand.
Consistently enforce policies and procedures
If you have a policy in place then you need to enforce it. If your policy says that only HR managers are allowed to access this data, don’t let them circumvent this by letting another member of the HR team use their computer to access the data.
As well as enforcing these policies and procedures, you should regularly review them. This might be based on employee feedback and concerns or to comply with new technology and laws.
Give employees the correct training
Sometimes, it’s possible for employees to access confidential data by mistake. The easiest way to combat this is to limit access to the data but training is also very important.
All employees, including those who don’t have access to data, should be trained on your company’s policies when it comes to data protection. They should also know who to contact should they feel there’s been a breach.
If all employees receive this training then accidents are less likely to happen, violations can be dealt with quickly and your staff will feel safe in the knowledge that their confidential information is safe within your company.
Offer credit monitoring
This will help your employees to keep an eye on their credit reports and personal data. If data does get stolen, the thief could use it for fraud and identity theft. Letting your employees have access to their credit reports through a reputable company will help them to keep an eye on their data. A lot of credit monitoring subscriptions also include a fraud protection service. This will flag up anything that doesn’t look quite right on their credit report.
Your employees’ data is so important. and as an employer it’s down to you to make sure this data is kept safe and secure.