This blog post is part of the Instream HR Document Management Resource Guide
HR office contains many sensitive documents, relating to confidential personnel information. Such documents may contain social security numbers, performance reviews, compensation and health forms. While most offices strive for some level of document security, HR departments must be especially diligent when it comes to protecting their files. It is the responsibility of HR managers to ensure that sensitive employee information is constantly secure. Moreover, with increasing government regulations, HR departments are under immense pressure to ensure both employee confidentiality, and compliance with regulatory standards.
With data breaches on the rise, it is essential that HR managers have the safeguards in place to prevent sensitive information from being compromised. There are major liabilities for HR departments who aren’t efficiently safeguarding their documents. Leaks, data breaches, unauthorized access, and retention failure can lead to hefty non-compliance fees.
Common compliance risks include:
- Lost or misfiled documents
- Incomplete documents
- Personnel files viewed by unauthorized users
- Non-compliance with document retention standards
Some government regulations impacting HR documents include:
- Equal Employment Opportunity Commission (EEOC)
- Family Medical Leave Act (FMLA)
- Occupational Safety and Health Administration (OSHA)
- Fair Labor Standards Act (FLSA)
These regulations govern employee medical records, payroll documentation and general personnel records.
It is difficult to maintain document security when your office is burdened with paper documents. Additionally, with increasing documentation requirements, HR departments are overflowing with paper documents. There is perhaps no other department that is as inundated with documents as HR. So what can your department do to foster increased document security?
InStream’s Document Conversion is a workflow solution that eliminates the compliance risks associated with paper documents. While paper documents can easily become lost, misfiled, or end up in the wrong hands, digital documents are stored in a centralized digital repository. Once digitized, HR documents will require passwords to access, ensuring that your sensitive personnel files are only viewed by authorized employees. InStream understands that each HR department has specific security needs, and we will design a solution that is tailored to your company policies.
Contact InStream today.
