When you run a large B2B business, there is a high likelihood that you store a significant amount of employee information. At most enterprises, a lot of that information is sensitive. As such, it is critical for companies to learn about ways to effectively protect employee information. Fortunately, there are numerous methods for doing so. To improve the security of employee data at your company, consider these tips.
1. Develop Data and Information Policies and Procedures
If you want to protect personal information, one of the best things you can do is to develop data and information policies and procedures. With this documentation, develop a formalized data policy that defines the types of sensitive employee information your company will work with and protect. Then, describe how. Keep in mind, you will probably have multiple policies, and changes are inevitable. As such, make an effort to regularly review and update policies and procedures, as well. When you make changes, be sure to communicate the updates with your entire organization.
2. Maintain Records Securely
How do you currently store and secure employee records? Think about this question from administrative, technical, and physical perspectives. When it comes to physical records in paper form, they should be inside a locked storage environment; however, try to prioritize digital storage as much as possible. The less physical paperwork you have, the more secure your employee information is likely to be. With electronic records, be sure to make encryption part of the process, and limit the number of employees who have access to any kind of personal information.Â
3. Follow Recordkeeping Rules and Laws
With recordkeeping, there are many rules and laws to follow. From a business perspective, your company probably has its own set of rules to follow, based on the first set of recommendations in this list. While it is necessary to follow workplace rules, there are also federal, state, and local laws that you need to consider, too. For example, the U.S. Americans with Disabilities Act (ADA), requires employers to separate employees’ medical information and personnel files. You should also be aware of HIPAA compliant file sharing rules and how they could impact your business.
4. Limit Information Access
Within your organization, who has access to employee information? In general, workers in the human resources department should be able to access more sensitive information, but it is unnecessary for other types of employees to access that data. This is also the case for managers. For example, non-HR managers should be able to access employees’ performance reviews and attendance reports, but there is no reason why they should have access to medical records or highly-sensitive data. Having a network security system that oversees different levels of access can be very helpful.Â
5. Avoid TheUse Social Security Numbers
Whenever possible, avoid using social security numbers as personal identifiers in the workplace. Some places like using SSNs for identification purposes when it comes to tasks such as clocking in for work shifts, but those situations present significant data risk. Instead, it is better to assign alternative numbers in these situations and to encourage employees not to share the alternative numbers with others. Not only does this reduce the risk of identity theft and other fraud, but it can also help organizations avoid future security breaches because there is less sensitive data maintained within their network systems.
If you encounter a situation where you learn about an unauthorized person accessing private employee records without permission, investigate the matter as soon as possible. After the investigation, assess whether you need to make improvements to better protect employee information in the future. Depending on the circumstances, you may also need to consider various disciplinary measures. Of course, not all unauthorized access occurs internally. Keep an eye out for potential cyberattacks that originate from outside of your company, too. Promptly investigate those incidents, as well.
7. Train Your Employees
Training your employees on data protection is essential. This is true for learning a new network security system, understanding HIPAA requirements or creating new organizational policies and procedures. Without proper training, it is difficult for employees to be on the same page when it comes to protecting sensitive information. On the other hand, solid training can prepare your organization for success by increasing consistency and improving overall workflow.Â
8. Protect Work Devices
Employee data can be at-risk in multiple places. Wherever employees access this information can present risks. For example, consider all of the devices that your organization uses. From laptops to tablets and cell phones, employees typically access sensitive data from multiple locations. As such, implement methods to protect all work devices in a variety of settings, both at home and in the office.
Â
Protecting employee information is critical to maintaining the trust of your team. Follow these tips to improve your information security today.
