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HR records: Four electronic record keeping risks - and how to reduce them

by , 20 December 2013
Do you keep your HR records electronically? If so, read on to discover the four electronic record keeping risks - and how to reduce them.

The easiest way to keep your HR records is electronically. BUT, an electronic record keeping system isn't without its risks.

Luckily, there's way to reduce these risks.

Here's how to reduce risks associated with an electronic record keeping system

#1: Protect your employees' privacy

You must ensure the privacy of electronic records.

There are many business documents that are highly confidential and HR records contain some of the most private records your company will hold. Your employees are entitled to their privacy.

You'll be in breach of privacy laws if you allow personal information such as address, phone number, medical records, psychometric test reports, etc. to be accessed by non-authorised personnel.

Carefully restrict access to personal data and implement electronic footprints to always know who is accessing your data and HR records.

#2: Records are stolen

Prevent records being stolen. Keep them away from non-HR users. Password protect private or sensitive information. So safeguard your server and computer from unwanted access and hackers.

Firewalls, antispyware and intruder detection systems are paramount to prevent the theft of your business information.

#3: Loss or destroyed records

'The Department of Labour won't accept the excuse that records have been lost or destroyed. You must ensure critical documentation (for example, personnel records) can be accessed at any time,' says the Practical Guide to Human Resources Management.

So save paper copies of critical documents at an off-site storage facility. Back-up your records regularly, offsite.

#4: Migration

Technology's changing so rapidly. Software you use today to store your records may become obsolete in a short space of time.

Any records you keep electronically must be retrieved and accessed by more advanced software or hardware.

If older records, those that must be kept for 10 years or longer, are potentially at risk, it might be better to print out a hardcopy or copy them onto microfilm.

Ensure software upgrades have the ability to 'read down' to earlier versions of the software.

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