Top 5 tips: A guide to making your employee onboarding process more GDPR compliant

 GDPR LinkedIn

The introduction of the EU’s stringent new GDPR data protection laws make effective employee onboarding a critical part of any HR operation.

The legislation requires HR teams have an unprecedented level of control over the information they collect and store on incoming employees.

General Data Protection Regulation (GDPR) covers everything from how and why employee information is collected, to the way an organization stores and deletes its data.

It’s a challenge that traditional approaches to onboarding - relying on phone calls, spreadsheets and paper documents - will struggle to meet. The  recent survey from webonboarding shows that 68% of HR teams still use manual employee onboarding methods, that include phone, email and post.

 

Dangers of outdated systems

The combination of paper-based management and manual processes create an onboarding system in which information becomes dangerously scattered across an organization in multiple formats.

The more hires a HR team handles, the worse this problem becomes with outdated, duplicate and legacy information getting easily lost in the system. Added to this is the risk of human error as bulk data is managed manually.

And the consequences for businesses who breach GDPR rules are serious - Article 83 sets out a maximum fine of €20 million or 4% of annual turnover, whichever is greater.

 

Move to smarter employee onboarding

Only a robust and efficient onboarding process can effectively deliver the level of data management that’s now required by GDPR.

This is something that webonboarding has been designed to deliver, with cloud-based management providing HR teams with the tools needed to move towards fully compliant systems and procedures

From the moment an offer is made the system tracks and manages all of the data that’s exchanged between HR, hiring managers and incoming employees.

Exactly how webonboarding helps to make your onboarding process more compliant  is the focus for our ‘Guide to GDPR Compliance series’. Each of the guides will look at one of the key principles that govern GDPR and employee onboarding. These include:

 

  1. Lawful and Transparent

Employers need to be clear about what data is collected and why.

  1.  Data Minimisation

Requirement to collect only employee data that’s necessary.

  1. Data Accuracy

Employer must ensure that information is accurate and valid.

  1. Storage Limitation

Data must be monitored to ensure relevance and removed when no longer necessary.

  1. Confidential and Secure

Employers must now accept full responsibility for data security.

The guide to employee onboarding compliance series will look at each one of these key principles in greater depth - identifying the issues raised and highlighting the ways that a cloud-based system can solve them.

Read more.

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