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Job hopping trend presents data privacy problems here’s what to do about it

Nevertheless, managing the complexity of event-based retention, as more employees join the job hopping trend, is certainly something a company needs to master. To help, here are four different approaches for businesses to consider.

1) Regularly review what you are holding onto

Keep track of events, such as the termination of an employee’s contract, and enter that event date into a designated record system, so that you can begin the retention countdown as soon as the clock starts and the employee leaves the building. Review the employee records your business has on file on a regular basis and check that you are safely destroying all the information that you no longer have the right to keep to combat data privacy problems.

2) Get your terminology straight

Ensure that your company-wide definitions of trigger events, and exactly what information is affected, are clear. One person’s ?date of event,” for example, might be different to someone else’s. This will help you and other members of the business to be aware of the information you hold and the restrictions that should be placed on that information.

3) Use workflows to make record management easier

An event can be triggered by a specific point in a workflow or a business process such as when a contract is closed or a project is completed. With the right technology or automation in place a record can be tagged as it moves through a workflow and the record can be removed from the work stream when it is no longer active.

4) Convert to a fixed date rule

Review your records retention schedule and put set “fixed date rules in place for the different types of record held within the business. Enforce these rules across the whole company so that all employees, not just the HR department, have a clear guide on exactly how long they should be keeping hold of personal information.

Whatever method you chose, gaining consensus within the business and a commitment to consistent practice is key to getting event-based retention right. In the face of increased staff turnover and evolving data privacy rules, it’s high-time for HR departments to ensure their processes for records management are keeping up and prepared to protect their organisations from treading on the wrong side of the law.

Sue Trombley is managing director of thought leadership at Iron Mountain


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