The introduction of the EUâ€™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.
Itâ€™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Dangers of outdated systems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The more hires a HR team handles, the worse this problem becomes with outdated, duplicate and legacy information getting easily lost in the system.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 â‚¬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 thatâ€™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 thatâ€™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 â€˜Guide to GDPR Compliance seriesâ€™. Each of the guides will look at one of the key principles that govern GDPR and employee onboarding. These include:
Employers need to be clear about what data is collected and why.
Requirement to collect only employee data thatâ€™s necessary.
Employer must ensure that information is accurate and valid.
Data must be monitored to ensure relevance and removed when no longer necessary.
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.