{"id":84,"date":"2017-03-21T20:51:47","date_gmt":"2017-03-21T20:51:47","guid":{"rendered":"http:\/\/www.hrdirectapps.com\/blog\/?p=84"},"modified":"2021-11-22T18:29:31","modified_gmt":"2021-11-22T18:29:31","slug":"6-practical-tips-on-keeping-confidential-employee-information-private","status":"publish","type":"post","link":"https:\/\/www.hrdirectapps.com\/blog\/6-practical-tips-on-keeping-confidential-employee-information-private\/","title":{"rendered":"6 Tips To Avoid Common Small Business Security Mistakes and Protect Confidential Employee Information"},"content":{"rendered":"When it comes to data protection and privacy, it\u2019s safe to assume the bad guys are out there lurking. In recent years, it\u2019s no secret that thieves have stolen personal data from millions in security breaches at major retailers. Think your small business is TOO small to be a target? In a recent survey, 82% of small businesses said they weren\u2019t at risk because\r\n they didn\u2019t have anything worth stealing<\/strong><\/a>. This line of thinking just isn\u2019t true, and it could give thieves exactly the opportunity they seek.\r\n\r\n Protecting and maintaining the confidentiality<\/strong><\/a> of\r\n Personally Identifiable Information<\/strong><\/a> such as addresses, social security numbers and other private employee information are essential. To avoid liability and to comply with privacy laws such as the\r\n Health Insurance Portability and Accountability Act (HIPAA)<\/strong><\/a> and the Family and Medical Leave Act (FMLA), it\u2019s important to establish processes and procedures to prevent theft and fraudulent use of employee information. Make sure to check applicable federal, state and local laws. Don\u2019t cut corners with HR data privacy best practices! Here are some of the top data privacy risks to your employees\u2019 private data and how you can resolve them:\r\n

Forgetting to Log Off<\/h2>\r\nEver sign onto someone\u2019s computer, log into your email or another account where you store sensitive information, and then forget to log out? Because browsers often save passwords automatically, there\u2019s a good chance someone could log into your account and access confidential employee files.\r\n
\r\n\r\nTIP #1:<\/strong> Protect employee privacy by always logging off before you close the browser.\r\n\r\n<\/div>\r\n

Leaving Employee Data Visible on Your Monitor<\/h2>\r\nYou never know who may be watching when you access a personnel file. A long look by the wrong person could violate employee data privacy and prove costly for both you and your employee.\r\n
\r\n\r\nTIP #2:<\/strong> Always close employee files and log out before you walk away, even if it\u2019s only for a couple minutes. A screen privacy filter \u2014 which blocks others\u2019 view from most angles \u2014 is a great solution for prying eyes.\r\n\r\n<\/div>\r\n

Choosing an Overly Simple Password and Sharing It<\/h2>\r\nWho hasn\u2019t picked a password that\u2019s simple or obvious because it\u2019s easy to remember? Or scribbled passwords on Post-it notes and placed them near their keyboard? When you\u2019re dealing with HR software security, you can\u2019t be too careful about unauthorized access.\r\n
\r\n\r\nTIP #3:<\/strong> To ensure the security of employee data, create complex passwords and keep them private, and change passwords periodically for extra protection.\r\n\r\n<\/div>\r\n
\r\n
50% of small and midsize businesses have been breached in the past 12 months, and 65% of those businesses don\u2019t enforce their password policy.<\/div>\r\n
According to a 2016\r\n study by Keeper Security and the Ponemon Institute<\/strong><\/a><\/div>\r\n<\/div>\r\n

Talking Too Much<\/h2>\r\nEver take private employee information such as a social security number over the phone and read it back to make sure it\u2019s correct?\r\n
\r\n\r\nTIP #4: <\/strong>Don\u2019t.<\/em> Repeating personal information aloud makes it easy for a nearby thief to capture it. Instead, ask the employee on the other end of the phone to repeat it for you. If necessary, jot down the information for quick reference and then destroy the note when you\u2019re done.\r\n\r\n<\/div>\r\n

Overlooking a Backup Plan<\/h2>\r\nEveryone needs a safety net, and your small business is no exception. If your computer dies, you don\u2019t want your HR data to die with it.\r\n
\r\n\r\nTIP #5:<\/strong> Choose a cloud-based software that offers multiple backups at multiple locations. That way, if one storage fails, your employee data is safe somewhere else.\r\n\r\n<\/div>\r\n

Using Unsecured Wi-Fi<\/h2>\r\nNearly everyone uses laptops and cellphones to access business and personal accounts in public places. The problem is\r\n that not all Wi-Fi networks are secure<\/strong><\/a>. And if they aren\u2019t secure, thieves using special equipment can capture private employee data transferred over the air and access passwords and cookies.\r\n
\r\n\r\nTIP #6:<\/strong>\r\n Be wary of where you work,<\/strong><\/a> and never access private employee files or confidential information in public, unless you\u2019re certain the network is secure.\r\n\r\n<\/div>\r\n

Is Cloud-Based Software Right for Your Business?<\/h2>\r\nTo help you navigate the HR software decision-making process, we\u2019ve developed the HR Software Quiz<\/a>. In just minutes, you can determine if it\u2019s right for you and your small business!\r\n
\r\n
\r\n
\"HR<\/div>\r\n
\r\n\r\nThe\r\n

Recordkeeping<\/p>\r\n

[R]evolution<\/p>\r\nBegins Here\r\n\r\nLearn More<\/a>\r\n\r\n<\/div>\r\n<\/div>\r\n<\/div>","protected":false},"excerpt":{"rendered":"When it comes to data protection and privacy, it\u2019s safe to assume the bad guys are out there lurking. In recent years, it\u2019s no secret that thieves have stolen personal data from millions in security breaches at major retailers. Think your small business is TOO small to be a target? In a recent survey, 82%… read more<\/a>","protected":false},"author":15,"featured_media":189,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[4],"tags":[34,26,10],"yoast_head":"\n6 Practical Tips on Keeping Confidential Employee Info Private<\/title>\n<meta name=\"description\" content=\"Protecting employee data should be a priority for every business. Follow these simple tips to safeguard confidential employee information at your workplace.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.hrdirectapps.com\/blog\/6-practical-tips-on-keeping-confidential-employee-information-private\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"6 Tips To Avoid Common Small Business Security Mistakes and Protect Confidential Employee Information\" \/>\n<meta property=\"og:description\" content=\"Protecting employee data should be a priority for every business. Follow these simple tips to safeguard confidential employee information at your workplace.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.hrdirectapps.com\/blog\/6-practical-tips-on-keeping-confidential-employee-information-private\/\" \/>\n<meta property=\"og:site_name\" content=\"Valuable HR Blog Topics for Small Business Owners and HR Professionals\" \/>\n<meta property=\"article:published_time\" content=\"2017-03-21T20:51:47+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2021-11-22T18:29:31+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.hrdirectapps.com\/blog\/wp-content\/uploads\/2017\/05\/6-Tips-On-Keeping-Confidential-Employee-Information-Private.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"1174\" \/>\n\t<meta property=\"og:image:height\" content=\"525\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Shanna Wall\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"4 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"WebSite\",\"@id\":\"https:\/\/www.hrdirectapps.com\/blog\/#website\",\"url\":\"https:\/\/www.hrdirectapps.com\/blog\/\",\"name\":\"Valuable HR Blog Topics for Small Business Owners and HR Professionals\",\"description\":\"\",\"potentialAction\":[{\"@type\":\"SearchAction\",\"target\":{\"@type\":\"EntryPoint\",\"urlTemplate\":\"https:\/\/www.hrdirectapps.com\/blog\/?s={search_term_string}\"},\"query-input\":\"required name=search_term_string\"}],\"inLanguage\":\"en-US\"},{\"@type\":\"ImageObject\",\"@id\":\"https:\/\/www.hrdirectapps.com\/blog\/6-practical-tips-on-keeping-confidential-employee-information-private\/#primaryimage\",\"inLanguage\":\"en-US\",\"url\":\"https:\/\/www.hrdirectapps.com\/blog\/wp-content\/uploads\/2017\/05\/6-Tips-On-Keeping-Confidential-Employee-Information-Private.jpg\",\"contentUrl\":\"https:\/\/www.hrdirectapps.com\/blog\/wp-content\/uploads\/2017\/05\/6-Tips-On-Keeping-Confidential-Employee-Information-Private.jpg\",\"width\":1174,\"height\":525,\"caption\":\"Safeguarding confidential employee information at your workplace is as easy as following the 6 tips outlined in this article.\"},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.hrdirectapps.com\/blog\/6-practical-tips-on-keeping-confidential-employee-information-private\/#webpage\",\"url\":\"https:\/\/www.hrdirectapps.com\/blog\/6-practical-tips-on-keeping-confidential-employee-information-private\/\",\"name\":\"6 Practical Tips on Keeping Confidential Employee Info Private\",\"isPartOf\":{\"@id\":\"https:\/\/www.hrdirectapps.com\/blog\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/www.hrdirectapps.com\/blog\/6-practical-tips-on-keeping-confidential-employee-information-private\/#primaryimage\"},\"datePublished\":\"2017-03-21T20:51:47+00:00\",\"dateModified\":\"2021-11-22T18:29:31+00:00\",\"author\":{\"@id\":\"https:\/\/www.hrdirectapps.com\/blog\/#\/schema\/person\/1f5f958bc88ec18be079328c872d41a0\"},\"description\":\"Protecting employee data should be a priority for every business. 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