HR Leaders: Share and Store Employee PII With Complete Security

HR professionals handle extremely sensitive information like contracts, personnel records, comp plans, insurance information, and more. This confidential information must be safeguarded to protect employees and their families.

The Kiteworks Private Data Network empowers HR professionals to collaborate securely with employees, consultants, suppliers, and vendors. By consolidating email, file sharing, SFTP, MFT, and web forms, PII and PHI is controlled, protected, and logged to maintain confidentiality and comply with GDPR, HIPAA, US State data privacy laws, and more.

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Secure Employee Training

HR departments often need to distribute training materials to employees. This can be a challenge due to the sensitive nature of the information and the need to ensure that only authorized individuals can access it. Kiteworks provides a secure platform for sharing these materials. With its robust encryption and access control features, it ensures that the training materials are only accessible to authorized individuals, maintaining confidentiality and data protection.

Secure HR Budgeting

HR departments often need to share sensitive budgeting information. This can be a challenge due to the need to maintain confidentiality and protect the data from unauthorized access. Kiteworks allows for secure file sharing, ensuring that this information remains confidential and protected. Its robust encryption and access control features ensure that only authorized individuals can access the budgeting information, maintaining data protection and confidentiality.

Secure Employee Recognition Programs

HR departments often need to share sensitive information related to employee recognition programs. This can be a challenge due to the need to maintain confidentiality and protect the data from unauthorized access. Kiteworks provides a secure platform for sharing this information. With its robust encryption and access control features, it ensures that the recognition program information is only accessible to authorized individuals, maintaining confidentiality and data protection.

Secure HR Strategy Planning

HR departments often need to share sensitive strategic planning documents. This can be a challenge due to the need to maintain confidentiality and protect the data from unauthorized access. Kiteworks allows for secure file sharing, ensuring that these documents are protected and confidential. Its robust encryption and access control features ensure that only authorized individuals can access the strategic planning documents, maintaining data protection and confidentiality.

Secure HR Crisis Management

In times of crisis, HR departments need to share sensitive information quickly and securely. This can be a challenge due to the need to maintain confidentiality and protect the data from unauthorized access. Kiteworks provides a secure platform for sharing this information. With its robust encryption and access control features, it ensures that the crisis management information is only accessible to authorized individuals, maintaining confidentiality and data protection.

Secure Job Applications

HR departments receive sensitive information from job applicants. Ensuring the privacy and security of this data can be challenging. Kiteworks provides a secure platform for receiving and storing job applications. Its robust encryption and access control features ensure that only authorized individuals can access this data, maintaining privacy and data protection.

Secure Employee Feedback

HR departments often collect feedback from employees. This data is sensitive and needs to be handled securely. Kiteworks allows for secure collection and storage of employee feedback. Its robust encryption and access control features ensure that only authorized individuals can access this data, maintaining confidentiality and data protection.

Secure Employee Health Records

HR departments often handle sensitive health information of employees. Ensuring the privacy and security of this data can be challenging. Kiteworks provides a secure platform for storing and sharing health records. Its robust encryption and access control features ensure that only authorized individuals can access this data, maintaining privacy and data protection.

Secure Employee Contracts

HR departments often need to share sensitive contract documents with employees. This can be a challenge due to the need to maintain confidentiality and protect the data from unauthorized access. Kiteworks allows for secure file sharing, ensuring that these documents are protected and confidential. Its robust encryption and access control features ensure that only authorized individuals can access the contract documents, maintaining data protection and confidentiality.

Secure HR Legal Compliance

HR departments must ensure compliance with labor laws. This involves handling sensitive compliance documents that need to be securely managed. Kiteworks provides a secure platform for sharing and collaborating on compliance documents. Its robust encryption and access control features ensure that only authorized individuals can access these documents, maintaining data protection and confidentiality.

Secure Employee Performance Reviews

HR teams often collaborate with managers and employees on performance reviews. These documents contain sensitive information that needs to be securely managed. Kiteworks provides a secure platform for sharing and collaborating on performance reviews. Its robust encryption and access control features ensure that only authorized individuals can access these documents, maintaining data protection and confidentiality.

Secure HR Audit Documentation

HR departments need to prepare for audits by securely managing sensitive documents. This can be a challenge due to the need to maintain confidentiality and protect the data from unauthorized access. Kiteworks allows for secure file sharing, ensuring that these documents are protected and confidential. Its robust encryption and access control features ensure that only authorized individuals can access the audit documents, maintaining data protection and confidentiality.

Secure HR Policy Updates

HR departments often need to share sensitive policy updates with employees. This can be a challenge due to the need to maintain confidentiality and protect the data from unauthorized access. Kiteworks provides a secure platform for sharing these updates. Its robust encryption and access control features ensure that only authorized individuals can access these updates, maintaining confidentiality and data protection.

Secure HR Incident Reporting

HR departments often need to manage sensitive incident reports. Ensuring the privacy and security of this data can be challenging. Kiteworks provides a secure platform for storing and sharing incident reports. Its robust encryption and access control features ensure that only authorized individuals can access this data, maintaining privacy and data protection.

Secure HR Vendor Contracts

HR departments often need to share sensitive contract documents with vendors. This can be a challenge due to the need to maintain confidentiality and protect the data from unauthorized access. Kiteworks allows for secure file sharing, ensuring that these documents are protected and confidential. Its robust encryption and access control features ensure that only authorized individuals can access the contract documents, maintaining data protection and confidentiality.

Frequently Asked Questions

HR departments handle a wide array of sensitive data that needs to be protected to ensure compliance with regulations, maintain employee confidentiality, and safeguard the organization’s integrity. HR departments handle a variety of sensitive data types and many contain personally identifiable and protected health information (PII/PHI).

Other sensitive data examples include employment records (contracts, NDAs, non-compete clauses, etc.), payroll, banking, and tax information, benefits information, performance and disciplinary records, recruitment and onboarding data, training and development records, legal and compliance documents, and sensitive correspondence.

Effective security awareness training typically requires a collaborative approach between HR and IT to ensure comprehensive coverage and engagement across the organization. IT departments are typically responsible for content expertise, training delivery, and monitoring and compliance. HR departments typically focus on organizing and scheduling, onboarding and policy communication, and employee engagement and culture.

Together, they develop security policies and ensure they are aligned with both technical requirements and organizational culture. The also work together to regularly update training content based on new threats, feedback from employees, and changes in technology and organizational processes.

HR departments handle a substantial amount of sensitive information, much of it personally identifiable and protected health information (PII/PHI) found in personal employee data, payroll details, and confidential documents. Protecting this sensitive data is crucial to maintaining privacy and compliance with various regulations.

There are several strategies HR departments can employ to safeguard sensitive information, including: implement strong access controls like multi-factor authentication (MFA), encrypt data in transit and at rest, utilize MFA, secure managed file transfer, secure file sharing and other communication channels, conduct regular security awareness training programs, and more.

By implementing these strategies, HR departments can significantly reduce the risk of data breaches and ensure the protection of sensitive information.

HR departments must adhere to a variety of compliance requirements that are designed to protect employee data, ensure fair labor practices, and maintain a safe and equitable workplace. Some key compliance requirements that HR departments typically need to follow include the General Data Protection Regulation (GDPR), the Health Insurance Portability and Accountability Act (HIPAA) labor and employment laws like the Fair Labor Standards Act (FLSA), Family and Medical Leave Act (FMLA), and Equal Employment Opportunity (EEO) laws like Title VII of the Civil Rights Act, the Americans with Disabilities Act (ADA), and the Age Discrimination in Employment Act (ADEA).

Other regulations include the Occupational Safety and Health Administration (OSHA), Employee Retirement Income Security Act (ERISA), the Affordable Care Act (ACA), and the National Labor Relations Act (NLRA).

There are also state-specific labor laws, sector-specific compliance requirements that HR departments must adhere.

Ultimately, HR departments must stay informed about and comply with these various regulations to avoid legal penalties and ensure a fair, safe, and equitable workplace. Regular training, policy updates, and collaboration with legal and compliance experts can help HR departments navigate these complex requirements effectively.

Balancing efficiency and productivity with data protection and privacy is a critical challenge for. Some strategies that can help HR departments achieve this balance include implementing robust data governance policies, using technology solutions wisely, implementing access controls, conducting regular security awareness training programs, embracing data minimization, adopting secure communication channels, conducting regular audits and monitoring, demonstrating regulatory compliance with data privacy laws and standards, practicing efficient data management practices, and balancing technology with human oversight.

By achieving a balanced approach, HR departments ensure that sensitive data is protected while allowing HR processes to run smoothly and efficiently.