Workplace security breaches are very real—and even though digitized files and computer data is what make up most of the stories we hear about on the news, the most common scenario is a simple one: a single employee gains access to paper copies of personal information about the company’s employees and exploits that information. And, with employers being held liable for any harm suffered by employees on account of a workplace breach, it’s become more important than ever for companies of all sizes to make sure their HR paper personnel files are secure and limited only to the people who are authorized to work with them.
A Human Resources Department for a large Natural Gas Company in the Southeastern United States serves over a million residential and industrial customers in addition to 50,000 wholesale customers. Not only is their client base robust, but they have a large employee base. Their HR department’s goal is to keep the company strong with engaged, healthy, and fulfilled employees through a commitment to work/life balance and plenty of development and leadership opportunities.
When Donna Ball, an HR Benefits Consultant at the company, started looking into a different way for the department to store their files, it was primarily to utilize existing space and compact the storage footprint. However, soon after the system was installed, she quickly found another benefit. The LCD touchscreen that controlled the system’s movements, the Touch Technology Control™, offered a built-in security measure she hadn’t considered. Each carriage of the department’s mobile storage system can be programmed with a specific lock code, allowing only authorized employees to access HR files. This access can be managed via a PIN code or swipe card authorization, and can even be combined with an audit function. With this function, there is a security-relevant record of who accessed the system, which can be downloaded and viewed through any spreadsheet program or text viewer.