How to keep your applicant and employee data secure

Threats to data security occur with changing work environments and styles. Every organization is bound to be concerned about sensitive data such as employee information, customer payment info, or business strategies. Several small and medium enterprises have had incidences wherein data breach has taken place and hence protecting data has become a challenge. At times when cash flow is a bit too tight, enterprises have to compromise on the network security. 

 

Only a few true legal requirements exist in the realm of employee data privacy, but employees have much greater expectations. The Health Insurance Portability and Accountability Act (HIPAA) is a clear example that most employers are familiar with, which will come into play for medical information – for e.g. when an employee takes Family and Medical Leave Act (FMLA) leave or needs a reasonable accommodation due to a disability. 

 

Several laws are present that require the disclosure of data breaches. HIPAA is effective if an employer takes care of and looks after the medical files of the employee that are related to health insurance applications. Most privacy and confidential matters ultimately is related to protecting the people and employees in an organization. 

 

Applications keep flooding the HR department and all of them have important financial and personal data. A little mishandling or mismanagement can create havoc and may result in the misuse of data. There have been millions of cases wherein leaked data has hampered companies’ credibility. Let’s look into a few strategies to offset this. 

 

Protecting Emails

Spoofing and malware attacks are a result of unprotected emails. The right security system will ensure this doesn’t happen. Not only that, the correct training and monitoring of outgoing and recruitment mails will ensure a smooth and trouble free flow of data. 

 

IT Security

The data and information collected by the management and company must have top-notch and updated security systems such as a secure vault to constantly update passwords. The latest software could also be used and measures must be taken to make sure that sensitive data does not reach unwanted hands. 

 

Outdated operating systems make your company more exposed to cyber threats. Installing patches and updates can curb this. 

 

Take prompt action

Review any applicable federal laws or state data privacy laws to ensure agreement. Several states have a mandatory law that states that employers have to inform employees if a violation of their personal information or any other details takes place. Any incidents that take place must be reported immediately before it is too late. These incidents could be intentional or unintentional. 

 

Developing strict policies

Companies should ensure that employees know how the details would be used by the management. All the policies should be transparent and clear to see to it that the irrelevant data is not misused. Also, the data that is collected and stored should be put to correct use. 

 

By having the best state of the art and secure software solutions, the problems related to security of data can be tackled. Going for software solutions such as HireOnBoard can keep the employee data and records safe and secure and provide the right level of security.