HR's Role in Data Protection for Employees

Organizations have a variety of obligations to their employees, including protecting and using their personal information. A few instances of personal data that human resource management (HRM) is obliged to protect include financial information, work history, social media profiles, and educational background.

 

HRM advancement

HR specialists manage a large volume of sensitive corporate data, including employees' personal and compensation information. Access to the appropriate data at the proper time can facilitate the democratization of analytics, allowing HR team members to obtain insights and inform business decisions throughout the function. This can encompass everything from hiring and retention rates to the organization's diversity, equality, and inclusion efforts.

However, the HR data volume and type are susceptible. If this information were to leak, the organization and its employees would suffer severe consequences. Human resource specialists are, therefore, in a perfect position to assist with implementing data protection measures.

Access and control of employee data are crucial: Effective data management plans ensure that only authorized individuals have access to the organization's stored data. When new employees are onboarded, the HR department can set up and apply access rights and frequently update these processes to guarantee best practices. In addition, they must verify that they will no longer have access to this information after the employee's contract expires.

 

Developing a security culture from the inside out

Recruitment is the initial function of human resources in policy formulation and execution. Additionally, recruitment personnel must adhere to a code of behaviour during the process.

Protecting employee information and implementing firewalls: HRMs are responsible for storing and analyzing personnel records and ensuring that any sensitive information is protected from unwanted access. By adding authentication, authorization, and encryption, HRMs may control access to confidential data and share it only with the proper individuals. HR management must educate employees about the significance of cyber security to the organization and their involvement in securing the network. This will instil every employee with a sense of accountability and responsibility.

The HR department is crucial in teaching employees how to handle data appropriately. This requires the development of a robust awareness programme that emphasizes how staff behaviour can contribute to developing a culture of security inside a company.

 

Data protection for remote workers

The contemporary global working environment is at a critical juncture regarding remote work. Several industries and multinational corporations have used work-from-home rules. HR must provide comprehensive education, guidance, and support to employees to ensure the highest level of data security for the information they manage and receive.

What are the steps that can be taken?

• Security measures, such as 'device encryption, firewalls, and online filtering', must be modernized.
• Inform all remote employees of the repercussions of a stolen or lost laptop or mobile device. Also include detailed instructions on how they can travel safely with these devices.
• Privacy is of the utmost importance, and especially in the event of highly private projects, invite them not to disclose confidential information about the company or the client. For instance, "phone calls or online team meetings should not be overheard, especially if the task being discussed is mission-critical or sensitive." Make sure that only the user can see the screen.
• Keep personal information secure by storing it in a lockable container. Documents must never be left alone in a vehicle or at home; they must be locked up securely at all times.

 

Visit the HR Library to acquire all relevant HR resources.
Contact here for more information on hiring employees.