How onboarding software can help with the challenges of GDPR

 

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Getting everything ready for the introduction of the EU’s tough new data protection laws has been a major challenge for HR managers. The GDPR legislation has required a complete rethink of exactly how and why each business keeps its employee information. But now the enforcement deadline has passed, there’s a real danger in thinking that the issues raised by the General Data Protection Regulation (GDPR) will start to melt away. Making sure your business complies with the European Union legislation, which became enforceable on May 25th, was only the very start of an ongoing challenge that must be faced by out HR teams.

GDPR requires better data management

To maintain a compliant HR operation requires a permanent solution - a level of data management that hasn’t previously been necessary to ensure that all information collected is accurate, accessible and legitimate. It’s a task that relies on having a robust and efficient employee onboarding process in place - something that has been difficult to achieve when HR teams are relying on traditional paper-based methods. Trying to handle the process of integrating new hires into a company when using a mix of phone calls, emails and paperwork has created systems in which information is chaotically scattered across different formats. It means that information has to be manually processed and collated, creating a slow and cumbersome task which is prone to errors, inaccuracies and incomplete datasets. The more new hires being onboarded, the worse the problem becomes. Within GDPR any requests for information, for example subject access requests, will need the information to be easily presented to in a common electronic format which is an additional challenge with paper based systems.

Inefficient systems cause compliance risks

It’s this inability to easily access or manage employee information which creates an administrative process that will maximise the risks posed by GDPR compliance breaches, which can result in fines of up to €20 million. Webonboarding has been designed to provide HR managers with everything they need to ensure GDPR compliance with a simple, fast and secure cloud-based approach to data management. From the moment a successful applicant is selected, the system starts to track and manage all of the information that needs to be exchanged between HR, hiring managers and onboardees. Automated processes minimize the risk of duplication, inaccuracy and user error as data is collected, collated and stored without any need for manual HR processes.

Smarter systems to cope with GDPR

Specific GDPR policy documents and consent forms can be easily integrated into the onboarding process, providing a compliance record of privacy options. The system tracks exactly which documents have been viewed and completed. It’s a system which provides HR teams with the tools needed to create the kind of clean, accurate and accessible digital database of employee information that has become such an important part of GDPR compliance. Plus the data is securely managed which is also a comfort to new hires and HR. With all of the information easily shared and integrated into existing HR systems, it allows HR teams to meet all of their data privacy responsibilities to employees - ensuring that management of personal information is open, accessible and lawful. Ultimately it is privacy by design.

Webonboarding provides a smarter way to onboard new employees into your business - reducing admin time, boosting efficiency and improving employee engagement: www.webonboarding.com

 

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