When you are conducting a hiring process, it's highly important that you place a priority on data security. This is something entirely too many companies just don't think about, and they may be putting themselves, and the potentially hundreds of people who apply for the job, at greater risk as a result.
How can you make sure you are more conscientious about protecting this potentially highly sensitive applicant data? We have some suggestions:
1) Beef up your security software package
First and foremost, utilizing all the right data security software is just good practice for any business, but if a new round of hiring is the impetus to invest even more heavily in it, then that's all the better, according to Spark Hire. This means having all the latest and greatest in antivirus and anti-malware programs, as well as a modern firewall software that helps reduce the likelihood of potential intrusions.
2) Keep it under (virtual and literal) lock and key
Once you have that stronger software in place, it's a good idea to make sure you're going above and beyond with candidate data, keeping it highly protected even in comparison with other sensitive information you keep on file, Spark Hire said. Moreover, anything you print out for a meeting (or any other purpose) should be handled properly and only viewed by the pertinent parties.
3) Silo it off from existing employee data
One thing you don't want to have happen is that candidate data ends up being stored in the same place as the more in-depth information you keep for your actual employees, past and present, according to HR Dive. Simply put, this creates a treasure trove of data that would be extremely disastrous and costly to have exposed, and it's likely that the parts of your network where this information is stored may be more readily available to your rank-and-file workers.
4) Set a policy
All of the things you do with the sensitive data you store at your company should be governed by an overarching policy, but even if you're dialed in with this strategy overall, you might not have one in place for candidate info, HR Dive added. As you collect more data, you should make sure that everyone who handles it is fully aware of and following all related rules you lay out.
5) Ensure safety when it is being transferred
During the candidate review process, you will no doubt need to send data about applicants back and forth between various people in the decision-making process — but you need to be able to do that safely, according to Cammio. Make sure only people who are authorized to view this data are CC'ed on the various emails, that no physical documents are left lying around and so on.
6) Follow pertinent regulation
Finally, you should certainly consult your local and state rules to make sure you are doing enough to comply with various regulations when it comes to data security, Cammio warned. Failure to do so can be disastrous, especially if this failure is only noticed in the wake of a data breach.