Human resources and payroll professionals are constantly dealing with highly sensitive and private employee data. Sensitive information can include contact information, social security numbers, dates of birth, salary data, tax forms, and more. This information in the wrong hands can lead to identity theft, which could have a devastating impact on a company, its employees, and stakeholders.
With so much at stake, it’s no surprise that many organizations place a heavy emphasis on data security and maintaining privacy for their employees. Even within the company, access might be restricted to specific users only, so sensitive and private information is only accessible to those who truly need it. In some cases, information is so guarded that managers might not even be able to view pay rates for their own employees. Here are some measures your business can take to ensure your information is safe and secure:
Limit Access
Chances are that most people in your organization don’t need access to view private information. If your business has physical files, keep them locked in a designated office or file cabinet that only the necessary individuals have access to.
Maintain a Schedule of Document Retention
Keeping unnecessary files can take up valuable space in the office. Having unnecessary documents lying around with sensitive information can increase the chances of personal data falling into the wrong hands. Payroll records and HR documents such as an employee’s I-9 or W-4 have certain retention schedules required by law, and once the required time for retention has passed, those documents may be destroyed. Periodic reviews of the information can be helpful in maintaining organized and up-to-date files, especially in larger organizations.
Use the Appropriate Software
The use of software and cloud-based systems is increasing, and for good reason. Many documents can be stored electronically in these systems, reducing the physical space that paper files require. With more companies allowing for remote work, these ‘virtual files’ make it easy to access information while still being able to control access via the use of specific roles and permissions for different users. Many cloud systems can also provide audit trails, which can show when files are accessed. Keep in mind that the data is only as secure as the networks being used to gain access, so the use of secure networks is important. Internal policies for how and when employees should be logging in, or the use of VPN software can help prevent unauthorized access and data breaches.
Work with a Trusted Payroll Partner
Outsourced payroll providers often have access to software and technology that is designed to protect private information and prevent unauthorized access. Often times, service providers work with multiple clients and manage a lot of sensitive data, which means they have the policies in place to keep information safe and secure.
Valor Payroll Solutions offers a digital solution for your payroll and HR function. Our service can help your business run more efficiently using paperless processes and electronic documents to cut down administrative errors and lost paperwork, saving time and allowing you to focus on what’s important: your business. Contact us today and let us help you take your business to the next level!
