This section focuses on guiding your organisation through the process of exporting, handling, and securely storing the large volumes of data from your existing systems.
Given the sensitive nature of this data, which includes personal information about employees and organisational details, utmost care must be taken to ensure its confidentiality and security.
Step-by-Step Instructions for Data Export
- Identify Data Formats: Determine the formats of the data you will be exporting (e.g., Excel, CSV, PDF, PNG, JPEG).
- Export Process:
- For direct downloads: Follow the instructions provided by your current system to export data directly onto your device.
- For email links: Some systems may provide a link via email for downloading larger files. Ensure that these emails are secure and accessible only by authorised personnel.
- File Management:
- Organise exported files in clearly labelled folders for easy access during the setup process.
- Regularly update and manage these files, especially during the initial stages of the import process where frequent access is required.
Guidelines for Secure Storage of Exported Data
- Confidentiality: Treat all exported data as confidential. Limit access to individuals directly involved in the data migration process.
- Secure Storage Decision: Decide on a secure location for storing this data. This could be a secure cloud storage service or an encrypted local server, depending on your organisation's infrastructure and preferences.
- Data Protection Measures:
- Implement strong encryption for stored data.
- Regularly backup the data to prevent loss.
- Ensure that all storage methods comply with GDPR and other relevant data protection regulations.
- Consider access controls and audit logs to monitor who accesses the data and when.
Post-Import Data Management
- Post-Import Access: Once the import process is complete, the raw data will not be needed as frequently. At this point, it's advisable to secure the raw data with additional protection measures.
- Long-Term Storage Strategies:
- Consider encrypting the raw data files for long-term storage.
- Establish a protocol for accessing this data post-import, limiting access to only those who absolutely need it.
- Regularly review and update data storage policies to ensure ongoing compliance with data protection laws.
GDPR Considerations
- Compliance: Ensure that all data handling and storage practices comply with the General Data Protection Regulation (GDPR) and other relevant privacy laws.
- Data Rights: Be aware of the rights of individuals regarding their personal data, such as the right to access, correct, and delete their information.
- Data Breach Protocols: Have a clear plan in place for responding to any data breaches, including notification procedures and remedial actions.
Additional Recommendations
- Training: Provide training to involved personnel on handling sensitive data, emphasizing the importance of confidentiality and security.
- Documentation: Keep detailed records of all exported data, including what was exported, where it is stored, and who has access to it.
- Review and Audit: Regularly review and audit your data storage and handling practices to identify any potential vulnerabilities or areas for improvement.
By following these guidelines and recommendations, your organisation can ensure that the data necessary for setting up the Plumm platform is handled with the highest level of care and security. This phase is critical in laying the groundwork for a successful transition to the new HRIS system while maintaining the integrity and confidentiality of employee and organizational data.