How can businesses ensure compliance during the recruitment and onboarding phases of the employee life cycle?
Once the province of enterprises, ongoing HR compliance is now critical for businesses of all sizes. Consider the upcoming implementation of European Union's General Data Protection Regulation (GDPR). The GDPR mandates that prospective and current employee data must be leveraged only for "legitimate interest," which according to Lexology means that "employees' data processing should be strictly necessary for a legitimate purpose and proportionate to the business needs." This is especially critical during the initial stages of the employee life cycle — recruiting and onboarding.
Handling the Hire
According to the new ADP eBook "Employment Compliance 101: From Hire to Retire," interviewing potential hires requires some compliance considerations.
Don't: Post job descriptions that show candidate preference, pry into personal lives during the interview process or leave collected personal information improperly secured.
Because: You could miss out on the best candidate or put your business at risk of privacy and other employment law violations.
Do: Hire the best candidate based on their qualifications and ability, store all applicant data securely and regularly reassess your hiring process.
Getting Up to Speed
Compliance also plays a role in onboarding new employees.
Don't: Disclose personal information to other employees or send new staff to work without adequate training.
Because: You could subject your organization to risk relating to improper handling of data or potential liability if improperly trained workers, or other employees, are injured on the job.
Do: Have all paperwork completed electronically and securely stored, create a clear and concise employee handbook and provide well-structured training.
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