Businesses should prioritize the security of sensitive employee data, such as social security numbers or bank account information if they want to maintain a good reputation. Data breaches are never a good thing but, luckily, these tips for keeping sensitive employee information secure can minimize your chance of running into such issues by explaining how to responsibly store, circulate, and dispose of it.
Run Background Checks
In the tips following this, we’re going to talk a lot about ensuring authorized personnel have access to sensitive employee information. However, to put your trust in these employees, you have to run background checks on all of them. If anyone even slightly poses a security threat, they should not be put in charge of handling sensitive information, whether it’s digital or physical. Authorized personnel should be employees you trust.
Keep It in a Safe Place
Sensitive employee information should not be kept in a random drawer that any employee can access at any time. Physical documents containing sensitive information should be kept under lock-and-key at all times, with the only employees having access to it being those authorized to do so. Don’t forget about digital documents because they require the same level of security. Keep sensitive data password protected and encrypted. It’s also vital to ensure you’re storing these files on secure computers and servers, which should be regularly monitored and updated when necessary.
Only Allow Relevant Employees To Access It
One of the best tips for keeping sensitive employee information secure and out of the wrong hands is to limit the number of employees who can access it. As we briefly mentioned above, the only employees who should have access to the physical or digital files containing sensitive employee information are those with the authorization to do so because they need it to complete their job. If employees don’t have the authorization to access certain information, they should not have the means of doing so (keys, passwords, etc.).
Securely Dispose of It When Necessary
When you no longer need the information, or can no longer legally hold onto it, you have to securely dispose of it. Before you go ahead and toss documents displaying SSNs in the trash or an in-office shredder, remember that you have to securely dispose of this information and neither one of those methods falls under that umbrella.
To properly get rid of physical documents, as well as hard drives, laptops, and other means of storing digital information, seek out the help of a professional shredding and data destruction company. These companies offer onsite and offsite services that are both convenient and secure. This means that not only will you be carrying out reliable and legally abiding business practices, but it will also essentially impose zero inconveniences on you or your employees. Once you find a reliable company to dispose of your sensitive information, look through their plans to ensure they have one that suits your specific needs.
