Top Reminders Every HR Office Should Apply In Document Management

The Human Resource of a company handles all employees’ information. Handling confidential document information at work isn’t just about social security numbers or payroll, it also includes the employees’ medical records, contracts, and other PII. If the person managing these documents isn’t equipped with the right knowledge, information might leak that may compromise the manpower or the business itself.

No matter how you trust your personnel, someone unauthorized in the company might be accessing corporate documents. Here, I listed some reminders for the HR office when it comes to securing their records.

1. Develop a privacy policy

Small businesses aren’t exempted from having a privacy policy. Such policy in your workplace will state legal responsibilities on the part of the HR managers and the employees. The rules you’ll impose should include who are and aren’t allowed to access employee documents and what course of action you’ll take in case of a breach.

With this mechanism, it’s clear that recordkeeping is solely in the hands of authorized personnel. Whoever fails to follow the policy will be slapped with sanctions. If your employees are high-profile, hiring a lawyer to prepare the policy would be better.

2. Shred sensitive documents

Some employee records that are past the retention period should be shredded. This will save you from additional storage cost and the risk of identity theft. Contracts should be stored for at least 10 years if ever you’ll need to refer to it for future purposes. Past employees’ medical records should also follow the retention period imposed by the Family Medical Leave Act.

Don’t just dump it in the landfill. Shred it using a micro-cut machine so no one can reassemble it. Doing this is important for handling confidential document information at work like payroll and lists of employee data.

handling confidential document information at work

3. Limit employee access to your office

HR managers are the guardians of employee records. No one should have access to it without the managers’ permission. Make this clear to everyone in your workplace. It’s not that you’re going to outcast yourself from the manpower, you’re just going to impose a strict rule that the HR office isn’t allowed to other personnel.

Installing a closed-circuit camera on your office would also help guard the documents you’re handling. In case of theft, you’ll have proof to present.

4. Regularly audit your files

Self-auditing the HR documents would help you keep track of what’s missing. More often, audits are done with an outside counsel with whom you should have a written non-disclosure agreement.

Auditing your whole office will give a hint about the areas of improvement and what technology solutions will fit for your job. Going paperless right away might waste your time if it doesn’t suit the culture of the company. But once you get the right system to integrate into your work, it will give you a better footing against complaints or lawsuits filed by employees.

5. Lock your file room

Paperwork can’t be discarded right away especially in filing employee records. If your company is getting bigger, you should store your documents in a secured file room. Always lock this and install CCTVs to monitor the place while handling confidential document information at work. Access to the file room should be approved by the HR office beforehand. You should also maintain a logbook of who entered the file room.

You should have an organized method of storing your files so you can easily retrieve it for shredding or for future reference. Storage cabinets should also be locked to prevent the risk of document theft or accidental access of unauthorized personnel. If you have digital copies of these files, make sure that you have a secured database.

handling confidential document information at work

6. Avoid emailing a confidential document

If you’re consulting with a lawyer or a third-party professional, exercise caution in emailing confidential documents. If possible, blur the details that aren’t necessary for the consultation you need. Just keep in mind that doing this will still entail risks so proceed with caution.

When you give a copy of a document, you’re not sure who else can lay eyes on it. Email-sent copies can easily be forwarded to anyone without your consent. Remember that BCCs are the easiest way for someone to spy on your email conversation or while you’re handling confidential document information at work.

7. Enforce e-forms

If you’re managing campaigns or conducting surveys inside the company, you can use e-forms instead of paper. This will reduce the clutter in your office and you’re assured that no one can tamper the results as long as your system is secured. E-forms will also make analysis easier with the use of online tools.

You can also come up with a dashboard monitor in case of a massive campaign outside your workplace.

8. Protect your database with passwords

Passwords are the first line of defense in your database. As the tech-driven world would surely find its way on HR offices, you should have an established database for your records. There is a software that can detect when and where the documents are opened. If you’re a bit more techie, you can actually extract IP addresses of the devices accessing your system.

This way, you have full control of your documents. Just make sure that your database has a strong password. It would also pay off to have an IT expert on your team.

handling confidential document information at work

9. Make sure HR personnel have a good grip on their roles

Strict rules and policies won’t work if the individuals expected to enforce it aren’t well trained. From day one, you should make sure that the HR personnel knows the tricks of the trade. You can do this via conducting training about compliance and handling confidential document information at work.

Holding training sessions periodically would also be a crucial step in maintaining your office’s privacy. This will resound on the documents and information you’re handling. Just keep in mind the old saying, ‘familiarity breeds contempt’.

10. Share links instead of digital or physical copies

If you need to share a document with someone, consider securing a link that the third-party can access the file without downloading it. You can also tweak the settings of the links so you can control the editing functions others can do on the file.

You can set an expiration for a secured link so you no longer have to take down a document. This technology will allow you to monitor the trail of access to details like who used the link, in what location, and in what time.  You should only send links of the documents you intend to share.

Handling Confidential Document Information At Work? Shred it with this reliable machine!

If you’re disposing of some confidential documents, make sure that you destroy it well. Many bin divers cause identity theft that can compromise the company and the employees. Also, business organizations impose strict standards in destroying such documents, especially if it involves medical records and other sensitive information.

Good thing, you can shred it all in the comfort of your office using this shredder!

Bonsaii EverShred C149-D Micro-cut 12-Sheet Shredder

Bonsaii EverShred C149-D Micro-cut 12-Sheet Shredder

This Bonsaii shredder has a 60-minute runtime and a P-4 level of a micro-cut system. Another good thing about this shredder is it can chew 12 sheets in one feeding, which is a big advantage than the usual 6 or 8-sheet. Shredded paper on this machine will measure 5/32 x 2/5 of an inch so it will take a lifetime for fraudsters to reassemble every sheet. You can also use this machine for destroying CDs and credit cards. The six-gallon basket would be a spacious storage for the shredded paper before disposal.

You don’t have to worry about overheating as Bonsaii has a patented cooling system to ensure that the one-hour runtime will be all about smooth shredding. It also has a low noise operation at 62 dB, perfect for offices. Although ultra-quiet, this machine can shred 5.3 feet of paper per minute.

Aside from the features mentioned above, this shredder also has an overloading protection technology to prevent jams.

Handling confidential document information at work at the HR office is one of the crucial tasks in a company. It entails a big responsibility to ensure that each employee has secured standing with the information they will provide the HR personnel. With the reminders listed above, we hope that you can transform your office into a more developed foundation of the company.

What do you think of the points listed here? Let us know!