Data Security: Be Aware

Human Resource executives are becoming aware that managing an employee’s relocation involves more than just packing a person’s belongings. Along with the relocation of their household goods, sensitive information is also being transferred to the variety of vendors engaged in the move. And while personal data is being passed along via the internet, what about passports, driver licenses, checkbooks, social security cards and other important documents – are they being safely stored?

Protecting the personal data of a relocating employee has become a major concern for Human Resource professionals. Many HR departments choose to utilize relocation management companies to facilitate an employee’s move. But these companies may also be involved with real estate companies, banks, pet caretakers, mortgage companies and moving providers.

“More and more companies are choosing to outsource the relocation of their employees,” said Brian Valentine, Chief Operating Officer for Crown U.S. “As a full service provider we have to be positive that the vendors we choose to work with take the same security precautions, and view security protection as a priority.”

Relocation companies take a variety of measures to help protect the personal data of the people they are moving. One option is to certify their company to the U.S. Department of Commerce and their Safe Harbor organization. The U.S. Department of Commerce, in consultation with the European Commission, developed this certification, which demands that companies provide adequate privacy protection for all citizens.

This certification makes it clear to all customers that their personal data (passport information, income, or other demographic information) will not be sold for profit or used to target audiences for marketing purposes. This also impacts where and how information is shared inside a company and with the company’s vendors.

For example, this provision would make it illegal to share an assignee’s new address with a bank to solicit the employee for banking services in their new location -- even though banking is related to a transfer or assignment. The relocation company can only use the data for the purpose of the services they provide.

Companies that take such measures seriously decrease the chance for an employee’s personal data to be stolen and used in a malicious manner. Based on the latest findings, the Better Business Bureau, Wells Fargo, Visa and CheckFree have issued a number of other ways to safeguard your information such as:

• Replace paper bills, statements and checks with Internet (paperless) versions
  • Consider moving to an electronic bill payment service
  
  
• Before discarding, shred all private documents



• Sign up for automatic payroll deposits



• Retrieve paper mail promptly and place outgoing checks or other sensitive documents in a U.S. Postal Service mailbox



• Keep passwords hidden (even in your own home) and change them frequently



• Don't discard a computer without deleting all sensitive data



• Use and regularly update firewall and anti-virus software



• Be suspiciously reluctant to release Social Security or account numbers, particularly to those requesting such information by e-mail or phone



• When responding to e-mail, ignore any Internet links provided and type the full address instead

Expose unauthorized activity:

• Review bank and credit card statements weekly and use online account access



• Contact your financial provider if you fail to receive statements in a timely manner



• Use e-mail-based account "alerts" to monitor transfers, payments, low balances and withdrawals



• Sign up to receive electronic bills and statements and, whenever possible select the option to turn off the paper copy of these sensitive documents



• Review your credit report at least annually (free annual reviews are being made available this year, in phases, depending on where you live)

Resolve fraud immediately:

• Ask your financial provider about zero-liability guarantees against fraud and dedicated resources to help you recover from any potential losses



• Victims of theft: notify your financial providers, begin monitoring your accounts more frequently, and place an "alert" through a credit bureau such as Equifax, Experian or TransUnion

Keeping your personal data safe should be a priority for day-to-day living. But when a person is relocating their family it can take a back seat to more pressing matters. James Van Dyke, founder and principal analyst for Javelin Strategy and Research recommends “keeping highly sensitive financial information (such as bank statements, log-ins for online banking accounts, ATM card pin numbers and paper checks) away from where others including friends, neighbors and people being employed by you could potentially access it.”

HR executives, relocation management professionals, and the vendors they work with, should be trained in the finer points of data protection. Once that is established, the HR executives can set up employee seminars that address the relocating process, with a special focus on keeping personal data safe. It is also important to update these seminars, as the world of data protection is always evolving to keep pace with the criminal advancements in data theft.

When it comes to protecting your personal data there is no down time.