Data Security 8-3 Final Paper
Frank O’Hanlon
Southern New Hampshire University

Communication Human Resource departments in all companies have been evolving for many years. Their core function used to be strictly administrative and relay information to operations and sales departments. The scope in today’s working environment for HR has become as important as sales and operations. Not only does HR help increase revenue through strategic planning, but also has the responsibility to protect the company’s many threats from a poor company image and possible law suits. Technology has become a very positive element for efficiency and multitasking and has also created new threats such as identity theft, computer viruses, unethical behavior, and data security breaches. Human Resource has the responsibility to set company standards and enforce policies to protect the company, employees, and customers. As technology advances, so does the element to manipulate data and records. A plan to set company policy in regards to incoming, sent, and deleted emails should be set. Communication to all employees should be the first step to inform them of the company’s intent to enforce data protection. Training and development should be available and scheduled for all employees. These training sessions should be evaluated for value and areas for improvement. Training sessions should include explanations of the dangers and risks of how company can be impacted. Once employees understand the “why”, they are less likely to complain about personal privacy or freedom of speech. Focal points of training and communication should include What is important data, Do’s and Don’ts of internal company information, no tolerance policy for discarding important documents or computer information, and protection of employees and customer personal information. Expectations and consequences should also be discussed in training sessions for policy violations, banned websites, company information leaked to social media, and misuse of company property such as cell phones, computers, fax machines, and websites.
Data Security Elements Banks and financial institutions have an abundance of data information that automatically becomes vital personal information. Employees should have confidential status and have had added background checks as precautionary measures. Elements for data security policy within the banking industry are not limited to social security numbers, customer income information, bank account numbers, driver’s license numbers, email addresses, passwords, pin numbers, credit or atm card information, and encrypted emails along with access to this information. If any information is breached, customers would have to take time to close out bank accounts and cancel credit cards. Customers would have to reopen new accounts and inform auto draft vendors of the change which would be time consuming. Customers expect high privacy from trusted banks and leaked information from any one employee can wipe out bank accounts, company image, and history of good relations.
Data Theft Data theft is common on all levels. Something as simple as an email address can be vital information to hackers or a computer enthusiast. History dictates the most frequent data thefts occur with new and leaving employees (Mathis, Jackson, & Valentine, 2014). New employees, along with current employees, should be required to read and sign a code of conduct. The code of conduct would need to be read and signed every year and become an annual procedure to refresh all employees. The code of conduct should include, but not limited to, confidentiality definition, proper maintenance and retention of records (paper and electronic), employees or associates being held accountable or responsible, reporting unethical behavior of coworkers or managers, reporting fraudulent activity, conflicts of interest, outside business activities (job hunting), internet usage, and general usage of company equipment such as phones, cell phones, computers, email accounts, and fax machines. A Code of ethics should be a separate document that would also be set up as an annual procedure. Employees leaving the company who have access to pertinent information should be released once notice is given. Two week compensation given to an employee leaving is a small price to pay to eliminate the risk of company documents, information or personal breach of customer information. Data security risk will continue as long as there is advanced technology and employees. We have all seen compromised credit card breaches from companies like Target, Delhaize (Supermarket Corporate), and the latest, Home Depot. It was reported (CNN, 2013), Target in 2013 had a possible 40 million customers credit or debit cards compromised. Business for these companies has taken a decrease in sales specifically due to data security and compromised credit card information of customers. There have been advances from HR to take proactive steps to protect the company, employees, and customers. Training, posters, software, and communication are the major elements to ensure data security. Software programs are being used to spot check employee email accounts and internet activity. Freedom of speech is limited because there is still a consequence to action. In my opinion, the more a company explains and educates employees of risk of data security and consequences, employees will generally make an effort to protect all data.

References

Mathis, R., Jackson, J., & Valentine, S. (2014). Risk Management and Worker Protection. In Human Resource Management (14th ed., p. 499). Cengage Learning.
CNN. (2013, December 13). Target: 40 million credit cards compromised. Retrieved December 18, 2014, from http://money.cnn.com/2013/12/18/news/companies/target-credit-card/index.html