Capture and security are the major concerns with electronic record retention

by on July 8, 2009 · 0 Comment POSTED IN: HR Info Center

Electronic record retention and restriction with personnel information

Many companies are making that or trying to make that switch to electronic record retention. Most personnel records are already kept electronically and pretty much all of payroll management these days has gone electronic. Sometimes if you have a third party vendor that does your payroll, they’ll still give you the three-ring binders that have the payroll information in them. But at the same time, they’re also giving it to you in electronic format.

The keys for electronic record retention
Make sure you’re capturing everything whether that’s being scanned in or put in some other format.

Make sure that the security on it is going to satisfy you that it’s not available out there for just anyone.

For example, you don’t want your system being hacked and someone finding Social Security Numbers, birth dates or other information that employees probably don’t want to have out there.

On those same lines, if you’re getting medical records, you want to make sure that you’re keeping those especially if the HIPAA obligations are going to apply to you, then HIPAA is also going to give you some fairly clear direction on just how robust your protection levels will have to be in your electronic record retention system.

Edited remarks from the Rapid Learning Institute webinar: “Personnel Document Retention: What to Keep, How to Keep it & Why it Matters” by Matthew Gilley Esq.

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