6 Tips To Avoid Common Small Business Security Mistakes and Protect Confidential Employee Information

When it comes to data protection and privacy, it’s safe to assume the bad guys are out there lurking. In recent years, it’s no secret that thieves have stolen personal data from millions in security breaches at major retailers. Think your small business is TOO small to be a target? In a recent survey, 82% of small businesses said they weren’t at risk because they didn’t have anything worth stealing. This line of thinking just isn’t true, and it could give thieves exactly the opportunity they seek. Protecting and maintaining the confidentiality of Personally Identifiable Information such as addresses, social security numbers and other private employee information are essential. To avoid liability and to comply with privacy laws such as the Health Insurance Portability and Accountability Act (HIPAA) and the Family and Medical Leave Act (FMLA), it’s important to establish processes and procedures to prevent theft and fraudulent use of employee information. Make sure to check applicable federal, state and local laws. Don’t cut corners with HR data privacy best practices! Here are some of the top data privacy risks to your employees’ private data and how you can resolve them:

Forgetting to Log Off

Ever sign onto someone’s computer, log into your email or another account where you store sensitive information, and then forget to log out? Because browsers often save passwords automatically, there’s a good chance someone could log into your account and access confidential employee files.

Leaving Employee Data Visible on Your Monitor

You never know who may be watching when you access a personnel file. A long look by the wrong person could violate employee data privacy and prove costly for both you and your employee.

Choosing an Overly Simple Password and Sharing It

Who hasn’t picked a password that’s simple or obvious because it’s easy to remember? Or scribbled passwords on Post-it notes and placed them near their keyboard? When you’re dealing with HR software security, you can’t be too careful about unauthorized access.

Talking Too Much

Ever take private employee information such as a social security number over the phone and read it back to make sure it’s correct?

Overlooking a Backup Plan

Everyone needs a safety net, and your small business is no exception. If your computer dies, you don’t want your HR data to die with it.

Using Unsecured Wi-Fi

Nearly everyone uses laptops and cellphones to access business and personal accounts in public places. The problem is that not all Wi-Fi networks are secure. And if they aren’t secure, thieves using special equipment can capture private employee data transferred over the air and access passwords and cookies.

Is Cloud-Based Software Right for Your Business?

To help you navigate the HR software decision-making process, we’ve developed the HR Software Quiz. In just minutes, you can determine if it’s right for you and your small business!