Master Your HR Data in 7 Steps

Struggling to kickstart your HR digitization due to GDPR anxiety? Ease into the process with this list and you’ll be on your way.

1. Make a list of all your HR processes and what they look like

Write down what HR processes you are using in the company, and what they look like. Include everything related to the HR department, from onboarding and preboarding to recruitment and salary management. 

2. Document where you store personal data

Make a list of all the places where personal data are stored. It is not unusual that the personal data is kept in different software solutions and systems, and even in physical files. Check your salary software, tools for e-signing, employee survey systems and so on.

3. Identify potential breach points

When writing a contract with a new employee, they often send their personal data in an unencrypted email. When managers conduct employee performance reviews, the notes are often stored locally on laptops. Both scenarios pose insecure ways of handling personal data. It’s important that you identify and document such potential leaks. 

4. Map out who has access to what

Find out who in the company has access to personal data and map out the information. Is there any way you could make sure that all employee information is kept away from unauthorized people? Do you have rules for accessing personal data, or is it time to set some up?

5. Ensure that the systems you use or are planning to use are GDPR compliant

All systems that handle personal data have to be GDPR compliant. If you are currently using a system with questionable security management, you might want to find another solution. Just make sure the systems you are planning on implementing are 100 % GDPR compliant. 

6. Stop unnecessary storing of personal data

Make it a rule to only store personal data that you need or must store in the company. Get rid of all other data as soon as possible. The types of personal data you need to store vary depending on the company type. 

7. Store all personal data in one place

If possible, gather all HR processes in one place. Not only does it affiliate the daily HR tasks, but also it ensures the security of employee data. Often, this results in happier managers and employees as their experience handling HR related admin becomes much smoother. 

The Ever Evolving Journey of Keeping Data Safe

The process of keeping personal data safe is never-ending, but it is important to get started as soon as possible. Whenever you feel like you are about to lose control again, just pick up this list and read it through. It’s better that way – we face new challenges and conditions every day, so to stay on top of things is necessary for continued success. 

Hailey Helps You Take Control of Your Data

Are you worried that your HR data could end up in the wrong hands? Do you find it difficult to keep track of where your HR data is stored?

With Hailey, you can store all data in one, safe place to minimize tedious admin work related to updating and deleting personal data. Our system helps you set up rules for how your information should be stored and for how long, so it can be automatically deleted.