A guide to making your onboarding process more GDPR compliant
This is part of a series looking at the key GDPR compliance principles which apply to employee onboarding. You can find a full overview here.
GDPR Principle: Data Accuracy
The General Data Protection Regulation (GDPR) places a responsibility on HR managers to ensure that any onboarding information that’s collected or stored is accurate, valid and fit for purpose.
All reasonable steps must be taken to ensure that personal data is accurate, up-to-date and fit for the purpose it was collected for. HR teams must have the ability to quickly identify and correct any information that’s inaccurate or misleading.
Errors are unavoidable when HR teams are having to handle large amounts of onboarding information by hand. Mistakes are made as data is transferred between different formats - emails, texts, paperwork, spreadsheets.
The more new hires being handled, the greater the risk posed by human processing errors becomes. Traditional approaches to onboarding also make it extremely difficult to quickly correct or delete incorrect information. The fragmented nature of the information held by HR means that multiple instances of data will exist. Correcting one instance isn’t enough, compliance requires that each and every copy must be identified and addressed.
Using a cloud-based onboarding system means that manual data tasks are replaced with fast and efficient automated processes. It provides a fully scalable system that can handle any number of new hires.
Along with minimising the risks of human errors, it creates a clean, accurate and compliant dataset that’s easily accessed and monitored by HR. Having real-time data that’s automatically synchronised across an organization reduces the risk of outdated, duplicate and legacy datasets. Tools such as mail merge helps to ensure that accurate information is not misaligned as with manual processing. If errors and inaccuracies are identified, they can be quickly addressed by the HR team without the risks of the errors existing elsewhere in the system.
Webonboarding provides a smarter way to bring new employees into your business - reducing admin time, boosting efficiency and improving employee engagement.