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Human Resources Compliance and Security
HR teams face strict regulations when it comes to document retention, audit trails, and employee data security. Our HR Compliance & Security cloud solution helps you manage retention policies, track document actions, and protect sensitive files, keeping your organization in full compliance with industry and government regulations. Whether it’s ensuring I-9 retention rules, HIPAA compliance, or secure document encryption, our system is built to protect your business and simplify HR audits.
Automated Document Retention Policies
Legal and regulatory requirements dictate how long HR teams must store employee records, such as I-9 forms, tax documents, performance evaluations, and termination records. Automated retention schedules eliminate the risk of premature deletion or unnecessary document hoarding, keeping files for the legally required period.
- Custom Retention Rules: Automatically enforce document lifecycle policies based on document type and legal requirements.
- Retention Schedule Automation: Ensures that documents are securely archived or deleted when they reach expiration.
- Reduce Compliance Risks: Stay aligned with regulations like FLSA, HIPAA, GDPR, and industry-specific laws.
Audit Trails & Compliance Tracking
HR documents often contain sensitive employee information, and tracking access is critical for legal and security reasons. Automated audit trails provide a complete history of every action taken on a document, helping HR teams prepare for audits, internal investigations, or compliance reviews.
- Detailed Access Logs: Tracks who viewed, edited, printed, or took other actions with documents.
- Version Control: Maintains a record of document revisions and updates for compliance validation.
- Audit-Ready Reports: Generates reports that provide a full history of HR document activities.
Secure File Access & Encryption
HR teams handle private employee data, payroll records, and confidential agreements, requiring strict security controls. Implementing role-based access and encryption ensures that only authorized personnel can view, modify, or share HR documents.
- Role-Based Permissions: Restricts access by job role to prevent unauthorized viewing of sensitive records.
- Secure Encryption: Protects stored and transmitted files with industry-standard encryption protocols.
- Compliance with Data Privacy Regulations: Aligns with laws like GDPR, HIPAA, and EEOC guidelines to protect employee information.
HR Compliance & Security Comparison
See how our HR Compliance & Security solution compares to other leading options.
Automated Document Retention
Our Solution
Enforces retention policies to comply with regulations like I-9, FLSA, and HIPAA.
Enforces retention policies to comply with regulations like I-9, FLSA, and HIPAA.
Other Solutions
Often requires manual setup or additional software for retention tracking.
Often requires manual setup or additional software for retention tracking.
Audit Trails & Access Logs
Our Solution
Tracks all document actions, including who accessed, modified, or shared files.
Tracks all document actions, including who accessed, modified, or shared files.
Other Solutions
Limited tracking, often requiring additional configuration.
Limited tracking, often requiring additional configuration.
Secure Role-Based Access
Our Solution
Ensures only authorized users can access specific HR records with role-based permissions.
Ensures only authorized users can access specific HR records with role-based permissions.
Other Solutions
May offer limited access controls, requiring IT support to configure.
May offer limited access controls, requiring IT support to configure.
Data Encryption & Security
Our Solution
Encrypts HR documents during transfers to protect sensitive information.
Encrypts HR documents during transfers to protect sensitive information.
Other Solutions
Some lack encryption or require add-ons for full security compliance.
Some lack encryption or require add-ons for full security compliance.
Compliance with Regulations
Our Solution
Supports compliance with GDPR, HIPAA, EEOC, and other industry-specific regulations.
Supports compliance with GDPR, HIPAA, EEOC, and other industry-specific regulations.
Other Solutions
May not have built-in compliance tracking, requiring external audits.
May not have built-in compliance tracking, requiring external audits.
Automated File Disposal
Our Solution
Ensures expired HR records are securely deleted based on legal retention rules.
Ensures expired HR records are securely deleted based on legal retention rules.
Other Solutions
Often requires manual deletion, increasing risk of non-compliance.
Often requires manual deletion, increasing risk of non-compliance.
Compliance Reporting
Our Solution
Generates audit-ready reports with detailed logs for HR compliance reviews.
Generates audit-ready reports with detailed logs for HR compliance reviews.
Other Solutions
Reporting features may be limited or require additional setup.
Reporting features may be limited or require additional setup.
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Frequently Asked Questions
Learn how our HR Compliance & Security solution helps protect sensitive employee data and ensures regulatory compliance.
What is HR compliance and why is it important?
HR compliance refers to the adherence to laws, regulations, and policies that govern how employee records are stored, accessed, and retained. Non-compliance can result in legal penalties, data breaches, and financial risks.
How does this solution help with document retention policies?
Our system automates document retention schedules, ensuring that HR records are stored for the legally required period and securely disposed of when no longer needed. This helps meet regulations such as FLSA, GDPR, and HIPAA.
What security features protect HR documents?
Security features include role-based access controls, automated access logs, and audit trails. These safeguards prevent unauthorized access and ensure document integrity.
How does this solution track compliance?
Our system maintains a full audit trail of document activity, tracking who accessed, modified, or shared files. This ensures compliance with HR regulations and simplifies audit preparation.
Can I restrict access to certain HR files?
Yes, role-based access controls allow HR managers to set permissions, ensuring that only authorized users can view, edit, or share specific HR documents.