Dear Victoria,

"Since outsiders can gain access to company information it is critical HR departments develop appropriate systems to mitigate potential thieves access," says ITRC.

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Which records or files contain personal employee information? Proper classification of information is crucial in all phases of collection, processing, management, storage, and destruction of data.

Making the right decision about storage requires companies to first answer a few important questions:

* What is the information being protected and what format is it in?

* Is it a paper or electronic record?

* Would automation make the data more or less secure?

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Following these basic rules will help your HR department meet this need:

* Perform background checks on anyone who is going to have access to personal information.

* If someone with access to personal information is out sick or on leave, don't just hire a temporary employee to replace them. Instead, bring in a trusted worker from another department.

* Perform random background checks like random drug test. Just because someone passed five years ago doesn't mean their current situation is the same.

* Limit access to information like SSN's health information and other sensitive information data to HR managers who require it to do their jobs.

* Keep up with laws regarding HIPAA, EEOC, and DFEH.

* Keep files in locked drawers and remember to lock them when you leave for an extended period of time.

Other things to consider is understanding the internal and external processess and data flows that involve personal employee information. Employers must understand the business processes involved from collection through disposal as well as the company's legal obligations.

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Although there are many ways to collect, manage, and dispose of sensitive data , employers must commit to the types of information they will protect and the means they will employ to do so. Not sure what's the best solution for your company, call McCabe Consultants today at (818) 704 - 7838 and let us help you protect business.

Warm Regards,

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The Team at McCabe Consultants