Guide to Six Steps to Help Protect your Employees' Identities

Lock it

Human resources departments should have security procedures for storing private employee information. Lock up all employee files, both active and terminated in a secure area. More importantly, make sure that only authorized personal have access to the key.

I recommend: File cabinets are available from office supply stores like Office Depot or Office Max.

Secure it

Employee information stored in databases should also be secured. It is amazing how many employee files are open to any employee just clicking through the company network on their lunch break. Sensitive employee data should not be stored on mobile storage devices, including lap top computers and USB thumb drives. The human resources department should be the only people with access to employee files, paper or electronic.

I recommend:  Palisade Systems can help you monitor internal network traffic. 

Hold it

Usually, the weakest link in the security chain is the person trying to be helpful to someone on the phone. Unless an officer of the court provides your company with a subpoena, you should have a strict policy to never release employee information to any individual or organization except to the employee him/herself. This rule should also apply to all consultants.

I recommend: Use good phone etiquette but remember to verify the person on the phone.

Hide it

For tax purposes it is impossible to avoid using social security numbers but they don't need to be printed on every document. Mask the first five digits of the social security number on pay stubs and other documentation not required by the IRS. This is more important for documents sent through the mail.

I recommend: You shouldadvise your employees to shred their pay stubs once they have been deposited.  The only time they should be stored is when applying for a mortgage.

Clean it

Implement a clean desk rule at your company? It is an easy way to increase your company's information security from unauthorized eyes. This requires every employee who deals with sensitive information to clear their desk whenever they leave their office. Sensitive information should either be filed and locked or placed in a locked shredding bin.

I recommend: A variety of lockable shredding bins are available from All Source.

Shred it

When through processing paperwork containing sensitive information that does not need to be stored, it should be shredded. A shredding service not only makes secure disposal easy but they will provide free locked containers to store the material in until it is shredded. This helps employees focus on their core responsibilities, comply with the clean desk policy and documents the shredding program for legal compliance. Best of all a shredding service is cheaper than paying your employees to do the job with an office shredder.

I recommend: Shred Nations has shredding solutions for every sized business.

Shred it

When through processing paperwork containing sensitive information that does not need to be stored, it should be shredded. A shredding service not only makes secure disposal easy but they will provide free locked containers to store the material in until it is shredded. This helps employees focus on their core responsibilities, comply with the clean desk policy and documents the shredding program for legal compliance. Best of all a shredding service is cheaper than paying your employees to do the job with an office shredder.

I recommend: Shred Natons has a shredding solution for every sized business.