HR Records Management – GDPR

Many companies may have scanned their HR Records in the past, with digital filing & indexing by name, surname and employee number in one multipage PDF.  This may have been adequate at the time, but with new GDPR regulations changing this month, you may want to consider additional categorisation of your records to manage your obligations effectively.

The GDPR regulations allows employees to find out what data is processed, why it is processed and where it is held, through their “right to access and right to be forgotten”.  Categorising HR records by type and having an efficient Records Management System may help to manage this moving forward. Companies need to have an effective method of retrieving information as well as managing when data will be deleted, for example a set period after a leaver has left the company. Systems also need to be set up to be able to delete data if requested by the employee and there is no legitimate reason to keep. A full Guide to the GDPR (General Data Protection Regulations) can be found on the ICO website.

Businesses need to create a data inventory and decide what records they have a legitimate reason to keep and establish set retention periods on personal data they do keep.  As part of this statutory retention periods need to be taken into consideration, as often there is a legal reason to keep certain data for set periods. For example medical records under the Control of Asbestos at Work Regulations have to be retained for 40 years, whereas Statutory Maternity Pay Records only need to be retained for 3 years after the end of the tax year in which the maternity period ends.  A full list of statutory obligations can be found on the CIPD website.

Cleardata can help you re-index your digital data by category to help you to manage your obligations moving forward. In order to do this our indexing team will work with you in order to recognise the varying document types. Cleardata have scanned and indexed many different types of HR records, so are experienced in carrying out this type of work. Common types include:-

  • Right to work
  • Contract
  • Sickness/absence
  • Discipliary/grievance
  • Medical
  • Payroll
  • Training

If your records are currently in paper format, our bureau can digitise them and index as required.  We use the latest Kodak scanning technology and each image is quality checked by two separate operatives.

Cleardata also offers online document management solutions, enabling HR records to be found quickly and easily using a quick search tool.  Data can be categorised to suit your needs and help your organisation meet the new GDPR compliance standards. Retention periods can also be set to help manage your records moving forward.

Read our latest HR Scanning Case Studies  to find out more, or call our team on 0800 046 8081.