Strategies for Using HR Technology to ensure Compliance with Relevant Laws and Regulations

03/01/2023 1:19 PM

HR technology has recently become increasingly popular in streamlining HR processes and improving efficiency. However, it is crucial to ensure that HR technology complies with relevant laws and regulations. This is especially important given the significant penalties that can result from non-compliance.



Conduct a Legal Review

Conducting a legal review before implementing HR technology is crucial in ensuring compliance with relevant laws and regulations. This review should be conducted by a qualified legal professional familiar with the relevant laws and regulations, such as employment laws, privacy laws, and data protection laws.



During the legal review, the legal professional should evaluate the HR technology to ensure that it does not violate any laws or regulations. This may involve reviewing the software's terms of service, privacy policy, and other documentation to determine whether it complies with legal requirements.



The legal review should also consider how HR technology will be used within the company. This includes evaluating whether the technology will be used consistently with the company's legal obligations, such as ensuring that employee data is handled in a way that complies with privacy laws.



The legal review should not be a one-time event. Instead, companies should regularly review their HR technology to ensure that it continues to comply with relevant laws and regulations. This may involve reviewing updates to the software or changes to the company's legal obligations.



By conducting a legal review before implementing HR technology, companies can ensure that they are using the technology in a way that complies with legal requirements.


Implement Privacy and Security Measures

HR data is often sensitive and may include employees' personal and financial information. Therefore, it is important to ensure that HR technology is being used to protect this data from unauthorized access or misuse. Implementing strong privacy and security measures is essential for ensuring compliance with relevant laws and regulations when using HR technology.


There are several measures that companies can take to ensure the privacy and security of HR data when using HR technology. These may include:


  1. Encrypting data: Encrypting HR data can help to protect it from unauthorized access. This can be especially important when HR data is shared over the internet or stored on servers or devices connected to the internet.
  2. Implementing access controls: Access controls can help to prevent unauthorized access to HR data. This may involve requiring employees to use unique login credentials to access HR technology and restricting access to certain HR data to only those who need it for their job duties.
  3. Backing up data: Backing up HR data can help to protect it in the event of a data loss or other disaster. Companies should have a plan in place for regularly backing up HR data and storing it in a secure location.


By implementing strong privacy and security measures, companies can ensure that HR technology is being used in a way that complies with relevant laws and regulations, such as data protection laws.



Keep Up-to-Date on Relevant Laws and Regulations

Keeping up-to-date on relevant laws and regulations is essential for ensuring compliance when using HR technology. As laws and regulations change frequently, companies must have processes to stay informed about any updates or changes.



One way to keep up-to-date on relevant laws and regulations is to subscribe to legal newsletters or other resources that provide updates on changes to employment laws, privacy laws, and other regulations that may impact HR technology. Companies may also want to consult with a legal professional regularly to stay informed about any updates or changes.



It is also important to have processes to ensure that any updates or changes to relevant laws and regulations are promptly implemented. This may involve updating HR technology or policies and procedures as needed to ensure compliance.



By keeping up-to-date on relevant laws and regulations, companies can ensure that they are using HR technology in a way that complies with legal requirements. This minimizes the risk of legal penalties and other consequences of non-compliance.



Train Employees on HR Technology

Training employees on HR technology is essential to ensuring compliance with relevant laws and regulations. This includes training on handling sensitive HR data that complies with relevant laws and regulations, such as data protection laws.


When training employees on HR technology, it is essential to cover a range of topics, including:


1. How to use the HR technology: Employees should be trained on how to use the HR technology in a way that is consistent with company policies and procedures. This may involve training on how to input and access HR data and use any other features of the technology.


2. Handling sensitive HR data: Employees should be trained to handle sensitive HR data in a way that complies with relevant laws and regulations. This may involve training on how to protect the data from unauthorized access or misuse and handling requests for access to the data from employees or other parties.


3. Reporting issues: Employees should be trained to report any issues or concerns about the HR technology or the way it is being used. This may include reporting any potential non-compliance with relevant laws and regulations.



By training employees on how to use HR technology that complies with relevant laws and regulations, companies can help minimize the risk of legal penalties and other consequences of non-compliance.


Establish Policies and Procedures

Establishing clear policies and procedures for how HR technology should be used is an important strategy for ensuring compliance with relevant laws and regulations. These policies and procedures should be communicated to employees and followed consistently to ensure compliance.



Some examples of policies and procedures that companies may want to consider when using HR technology include:


1. Access controls: Companies should establish policies and procedures for who has access to HR technology and what data they can access. This may involve establishing unique login credentials for employees and restricting access to certain HR data to those who need it for their job duties.


2. Data handling: Companies should establish policies and procedures for handling and protecting HR data. This may include guidelines for storing and accessing HR data, as well as how to handle requests for access to the data from employees or other parties.


3. Reporting: Companies should establish a process for employees to report any issues or concerns about HR technology or its use. This may include a process for reporting potential non-compliance with relevant laws and regulations.



By establishing clear policies and procedures for how HR technology should be used, companies can help to ensure compliance. This reduces the risk of legal penalties and other consequences of non-compliance.



Using HR technology to ensure compliance with relevant laws and regulations is an important consideration for any company. By following the strategies outlined in this article, such as conducting a legal review, implementing privacy and security measures, keeping up-to-date on relevant laws and regulations, training employees, and establishing policies and procedures, companies can effectively use HR technology in a way that complies with legal requirements.


Ngonidzashe Nzenze
Consultant
This article was written by Ngonidzashe a Consultant at Industrial Psychology Consultants (Pvt) Ltd

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