This blog post is part of the Instream HR Document Management Resource Guide
HR Departments are entrusted with processing a wide array of personnel documents, while keeping this information confidential. With such a high volume of files, document security can seem like a daunting task. Below are some questions to ask when assessing the security of your HR files.
Are you compliant with government regulations? There are many government regulations that HR departments are required to adhere to. Such regulations, including OSHA, ADA and FLSA, require strict confidentiality and retention. Failure to comply with these regulations can result in costly non-compliance fees.
Where are your records located? Do you know the location of all personnel files? Or do you and your team often find yourselves sifting through file cabinets trying to track down a particular file? When you have to send files to another employee, how long does it take for them to be returned? When processing documents as sensitive as personnel files, it is important that they are centralized and securely stored.
Can you track document access? Some personnel files, like employee evaluations, may require approvals and signatures from multiple employees. With paper documents, the approval process can result in routing delays, meaning that confidential documents are out in the open for prolonged periods of time. The HR department should always be aware of document access, to prevent files from ending up in the wrong hands.
Manual paper processes contain inherent security flaws that can put compliance and confidentiality in jeopardy. It is very easy for paper files to become lost, damaged, misfield, compromising both confidentiality and compliance. Additionally, it is very difficult to track and control document access, when manually processing paper documents. Your department needs a solution that will minimize risk, ensure confidentiality, support compliance and streamline workflow.
Electronic document solutions are perfect for HR departments, who require an efficient workflow and top-of-the-line security. Furthermore, document scanning will mitigate the security risks outlined in the questions above. Once your HR documents are scanned, they will live in a centralized, digital repository. Your digital files will be protected with encryption, password access, retention support, and access tracking. InStream will provide your department and company with robust infrastructure that supports document confidentiality and compliance.
