Whether an employee is still with the company or has been gone for many years, it is important to keep his or her information secure. If information is leaked, it could lead to that employee becoming the victim of identity theft, and your company could be in serious legal trouble. What should your HR department know to keep employee information secure?

Employee Records are Sensitive

Employee records will contain sensitive information such as their name, address and social security number. It may also contain a copy of their driver’s license or social security card, which could be used by thieves to commit identity theft.

Employee Records Should Remain Confidential

Any sensitive information that an employee provides should stay within the company. Only the employee and relevant members of the organization should have access to or be privy to any of the sensitive information provided.

Employees Have the Right to Access Those Records

An employee should have the right to access their records at any time. Therefore, they should be kept in a secure room in the office or in a secure room off-site. It may also be a good idea to digitize these records and provide employees with a pass code that allows them to view their information whenever and wherever they want in a secure manner.

Records Should Be Destroyed When No Longer Needed

If there is no need to keep information on file regarding a past employee, that information should be destroyed. For best results, companies large and small should use a secure paper shredding company, like Vital Records Control, that meets National Association for Information Disposal regulations. Doing so ensures that former employees or managers will not be vulnerable if there is a data breach in the future.

Records Should Never be Altered Without Employee Permission

An employer should never change or otherwise alter an employee's information without his or her permission. Doing so could be considered fraud, which could cause legal issues in the future. Employees may be able to sue if their records are altered for any reason. Therefore, it is always a good idea to ask even if the changes are warranted such as changing a birthdate or tax withholding status.

If you have employees, the security of their information should be your top priority. You don't want a current or former employee taking legal action against you because you shared their social security number and it led to identity theft or tax fraud being committed in his or her name.