Nobody starts their own business simply because they want to learn how to protect employee personal information. Most business owners would prefer to spend their time improving the workplace and helping customers. But when you decide to take on employees, you owe it to them to safeguard their sensitive information, including their bank information or Social Security numbers. Here’s how you can do that.
Develop formal procedures.
If something in your business is important enough to require careful consideration, it’s important enough to write down. As a leader, you want to work with your human resources team to develop smart ways to handle sensitive information.
In the formal policy, you should make it abundantly clear that the data will only be kept for legitimate, legal business purposes. Tell employees they should alert you whenever they think a person has hacked into their protected information. Also, tell employees they will be penalized for the unauthorized transmitting, copying or viewing of sensitive information.
Follow recordkeeping laws.
You won’t have to develop all these rules on your own. Thankfully, federal, state and local laws have a lot to say about maintaining sensitive information. It may be helpful to work alongside a legal team or lawyer to fully understand what information you’re allowed to keep, where you can keep it and how long you can keep it. If you follow these laws to the letter, you won’t have to worry.
Avoid using social security numbers.
One of the most vital rules in how to protect employee personal information is to avoid the use of Social Security numbers whenever possible. As an alternative to using Social Security numbers, you can assign them company numbers. If you use them appropriately, you may save your employees’ identities from a lethal hack.
Properly dispose of records.
Typically, after an employee leaves a company, the employer has to destroy all of their info, and it requires much much more than throw everything in the trash or a recycling bin. Employers should call upon the help of a third party that knows how to dispose of the paper using safe, secure and environmentally conscious methods.