HR departments have lots of information about its people!
Some of this information includes; hr info, payroll records, CV’s, applications for employment, CCTV records, T&A records, performance reviews, IR records, emails, and much more.
In most cases companies have implemented measures to manage their HR related information in a secure environment, using either internal or cloud based software systems. On top of this, internal procedures and controls must be in place – eg reviewing recruitment processes and obtaining consent from suppliers and employees before collecting and storing personal information
While HR Onboarding and Offboarding of staff has historically been a pure HR admin function, as more and more clients use Software on a consumption basis (eg pay a monthly fee per user usage), the importance of tracking staff, ie HR onboarding and offboarding, now has a financial impact.
Added to this the new GDPR (General Data Protection Regulation) which comes into effect in the United Kingdom (UK) in May. GDPR affects any business processing EU citizens data. This regulation was created to provide individuals with enhanced control over their personal information. Penalties are up to 20 million euro or up to 4% of a company’s total global revenue.
PoPiA (Protection of Personal Information Act) – while the kick off date has not as yet been confirmed, it is expected to happen during 2018. Penalty for non compliance – prison term; fines of up to R10 million.
So added to HR and a financial impact, HR onboarding and offboarding now also has compliancy requirements.
It is therefore vital that all companies review and/or build their HR onboarding and offboarding processes and procedures, the onboarding form needs to include clauses something like – The contents of this form will remain confidential and will only be used by the Company to ensure compliance with the Employment Equity Act 55 of 1998 and the Income Tax Act 58 of 1962. The company takes all necessary precaution to ensure compliance with the Protection of Personal information Act 4 of 2013. This is but one example.
Through both the IT Managed Services and Infrastructure projects provided to our clients, working with our clients to help build and then maintain HR onboarding and offboarding checklists, has become key.