Safeguarding Employee Data and Complying with the NZ Privacy Act 2020
In today's digital age, organisations face numerous challenges in managing and protecting sensitive employee information. With the advent of the New Zealand Privacy Act 2020, it has become imperative for businesses to prioritize the protection of employee data not only from external threats but also from internal sources.
To achieve this, a dedicated Human Resource Information System (HRISM) emerges as a powerful tool that surpasses the capabilities of traditional document repositories, libraries, and intranet platforms such as SharePoint or OneDrive, Google Drive and DropBox.
In this blog post, we will explore the benefits of utilizing an HRISM to store employee information while adhering to the principles outlined in the NZ Privacy Act 2020.
Enhanced Data Security:
A dedicated HRISM offers robust security measures to safeguard employee data. With role-based access controls, organisations can grant appropriate levels of access to authorised personnel while ensuring that sensitive information remains confidential.
By employing encryption, firewalls, and other advanced security protocols, HRISMs protect against both internal and external threats, minimising the risk of data breaches and unauthorised access.
Compliance with NZ Privacy Act 2020:
The NZ Privacy Act 2020 lays down principles that organisations must follow to protect employee data.
These principles include:
Purpose of Collection: An HRISM enables organisations to clearly define the purpose of collecting and storing employee information, ensuring transparency and compliance with the Act.
Limits on Collection: By utilizing an HRISM, organisations can collect only the necessary data required for legitimate business purposes, reducing the chances of over-collection and maintaining compliance.
Data Quality: An HRISM allows for the implementation of data validation processes and data integrity checks, ensuring that employee information is accurate, complete, and up to date.
Use and Disclosure: With an HRISM, organisations can establish controls to ensure that employee data is only accessed and disclosed for authorised purposes, thereby maintaining privacy and complying with the Act.
Security Safeguards: HRISMs provide comprehensive security safeguards, protecting employee data from both external and internal threats, in line with the Act's requirements.
Openness: Organisations can demonstrate transparency by implementing HRISM platforms that allow employees to access their own data, facilitating compliance with the Act's openness principles.
Access and Correction: An HRISM simplifies the process of granting employees access to their personal information and allows for timely updates and corrections, empowering employees to exercise their rights under the Act.
Efficient Data Management:
Unlike document repositories, libraries, or intranet platforms, HRISMs are specifically designed to manage employee data efficiently. They provide structured databases that enable an organisation to store, organise, and retrieve employee information seamlessly. With advanced search and filtering capabilities, HRISMs streamline the process of locating specific data, minimising the time and effort required for HR tasks.
Streamlined Workflows and Collaboration:
An HRISM acts as a central hub for HR-related activities, facilitating streamlined workflows and collaboration. From onboarding new employees to managing performance reviews and maintaining employee records, HRISMs automate processes, reducing administrative burdens and ensuring consistent data entry. Moreover, HRISMs can integrate with other business systems, such as payroll or attendance management, fostering seamless data exchange and eliminating data silos.
In light of the NZ Privacy Act 2020's requirements and the increasing importance of safeguarding employee data, utilising a dedicated HRISM proves to be a wise choice for organisations of all shapes and sizes.
By leveraging the enhanced data security, compliance capabilities, efficient data management, and streamlined workflows offered by HRISMs, businesses can protect employee information, maintain transparency, and comply with the principles of the Act.
Investing in an HRISM not only ensures legal compliance but also helps build a culture of trust and respect within the organisation, fostering a strong foundation for long-term success.
Here at Yellow, we are proud to have partnered with Cloudmystaff, a locally developed online HRIMS (HR Information Management System) to offer this service to our clients. With an optional add-on for Health & Safety, CloudmyStaff can help you manage events, hazards, observations, and other aspects to help make sure your staff are safe. We simply couldn’t recommend this system more!
Cloudmystaff emerges as the superior choice for HR information management, taking into account the principles outlined in the NZ Privacy Act 2020. By prioritising data protection from both external and internal sources, Cloudmystaff provides our clients with a comprehensive solution for managing employee data securely while streamlining HR processes.
The platform's robust features, including employee lifecycle management, WHS tools, data integrity safeguards, and a cost-effective investment model, make Cloudmystaff an ideal choice for organisations looking to enhance efficiency and compliance.
Contact us today on 0508 YC HELP (0508 924 357) or via email; support@yellowconsulting.co.nz if you would like to know more about how Cloudmystaff can benefit your business.
Disclaimer This article, and any information contained on our website is necessarily brief and general in nature, and should not be substituted for professional advice. You should always seek professional advice before taking any action in relation to the matters addressed.