How to Better Protect Employee Documents

September 13, 2018

When hiring employees, employers must collect a lot of confidential information. Sensitive details such as the employee’s Social Security number, birth certificates and other legal documents are required in order to move along in the hiring process.

These processes are usually long, unorganized and constantly changing, yielding a stressful employee experience. Here are a few tips to better protect employee documents and overall give employees piece of mind in stressful times:

Restrict Access to Only Certain Employees

By ensuring employee documents are retrievable only by certain parties, limit the access to employee’s confidential information. Doing so decreases the chances of this information getting into the wrong hands. Giving access to only those qualified to update an employee about their status or answer their various questions will ensure the proper measures are being taken to protect this information.

Usually human resources departments take on this responsibility, but there’s also the option to restrict access within the department itself depending on the size of the company. Larger organizations may only want some HR employees to have access to immigration documents. With immigration management technology these days, you can manage permissions easily and set up layers of custom views that only certain people can see.

Train Employees on Security Policies

Forty-seven percent  of business leaders reported that human error was the cause of a data breach within their company. Training employees to take proper security measures can save companies from the potential of an accidental breach.

Make sure employees are aware of these policies to remove any room for error and further protect their coworkers' sensitive information.

Incorporate Technology to Protect Employee Documents

Chasing down a paper file to update or review employee’s documents is a bit outdated today. Not to mention, immigration policies are constantly changing, adding a lot of headaches for HR departments.

Using an immigration management system allows employers to keep up with these constant changes, while also improving the employee experience. When a company isn’t aware of new policies, the tracking of global employees or who communicated what information to whom and when, it puts a strain on global employees. By incorporating immigration technology, companies can ensure only certain employees have access to sensitive information.

More so, security is a top concern at many organizations. Luckily, immigration technology platforms can encrypt all sensitive data within the database, and regularly audit the system to comply with the highest of safety standards. Security policies, in addition to a robust immigration platform will help protect employee documents at any company.

Hiring a foreign national employee? Read how companies can invest in foreign talent with the help of technology in The ROI of Immigration Technology.

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