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By Cindy Graham
T hose
looking for part time or temporary jobs can be targets for identity theft.
Think about it. How many times have you filled out your social security number
or other important information just to get an interview? The fact is, job
application forms often ask for vital personal information that could get in
the hands of potential thieves.
As employers, we need to change our mindset about how we
collect information. Applications will take some time to modify, but job
seekers will eventually stop furnishing this personal information and
employers should take action to protect the identities of their current and
future workers.
Any unsecured information could end up in the wrong
hands, which could be a potentially costly problem for a business.
Applications lost in the process, could provide identity thieves with all the
information they need to ruin a life. If stolen information can be traced back
to your company files, you and your company may be held responsible. Fines
could cost up to $2500 per incidence. A locked file cabinet costs much less
than that!
There are certain actions businesses can take right
away. The first step is establishing and implementing a privacy policy,
especially one that deals specifically with employees who handle job
applications. A secure chain of communication, along with handling and storage
of application forms, should also be discussed and strictly adhered to. The
personal information on a job application should be treated as securely as
your company’s payroll account. Not all employees have access to this
confidential information, and not all employees should be able to handle
potential employees personal information either.
Consider doing a background check on all employees who
will handle any employee, client or company information. Even a credit check
can provide clues to the character of an employee.
Here are some guidelines to establish a secure procedure
for accepting job applications or resumes:
· Designate who is allowed to accept
applications. Not all employees
should accept application forms. By limiting the employees who can accept
forms you will limit the exposure of personal information contained on the
forms.
· Designate procedures for handling the
application forms. If the
personnel designated to accept the form is not a supervisor or an HR manager,
then write out procedures for keeping the forms until they are securely passed
along. Will the forms be stored in a safe file, a sealed envelope initialed by
the employee, or placed in a secured mail slot?
· Secure files and interviews.
Supervisors or HR personnel should
provide secure files for all pending applicants and all employee files.
Interviews should be conducted in a safe location, where other employees,
customers or bystanders cannot overhear information given by the potential
employee. All information obtained during an interview should be protected and
access should be limited.
· I-9 Information.
Qualified personnel should only obtain
identity verification information asked for on I-9 forms. This information
should be kept securely with the application. Access to these forms should
also be limited to authorized personnel only.
Many employers are not in tune to the possibilities that
identity theft can happen in the business arena. If a job applicant is not
satisfied that how his/her information will be kept secure – he/she must
determine if the risk is worth the job.
Employers must become aware that employee information
can be a wonderful source for the thief on the prowl. Any pending applications
or current employee information not kept in a secure place will eventually be
found and used by identity thieves. This could result in fines and negative
media exposure.
Customers return because they trust a business. Take the
initiative. Show your employees, prospects and customers that you have a
strict privacy policy that will keep their information safe.
Cindy Schroeter Graham is author of the book, "Who Else
is You?" In it, she outlines strategies on how to reduce the risk of becoming
a victim of identity theft. An expert who has studied current identity theft
trends, she understands the risks of business owners and consumers when it
comes to the exposure of personal information. To contact Graham visit
www.whoelseisyou.com.
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