This is more often than not the type of response we are met with when we ask businesses how they store their employee data and, despite us all being surrounded by millions of Apps and technology, some businesses are still getting it wrong and potentially leaving themselves vulnerable to breaching GDPR guidelines.

So why is it so important to ensure that your employee data is held securely on a HR Database?  

Using HR software will ensure that your employees can see all the information that you hold on them. This means that you can be confident that the records you hold are accurate (such as emergency contact details, medical information, right to work) and it means that employees don’t have to ask you every time they need a copy of a document.

Any absence (from sickness and holiday through to emergency leave and parental bereavement leave) should be recorded accurately. With HR software employees can record their time off directly with managers approving holiday online, whilst quickly being able to see who else in the team may be on holiday at the same time. 

Managers can access absence records and reports at the click of a button ensuring that they have up to date accurate information for any of those tricky conversations that may arise in relation to an employee’s absence levels.

HR software will allow you to block out any company holidays or other important dates when you don’t want employees to book time off. As an example, your annual awards ceremony or at particularly busy times of the year when you won't allow employees to book holiday.

Do you still have to ask employees to email you their acceptance each time you update your employee handbook or make a change to a company document? Using HR software means that you can issue updates on company policies and procedures directly to employees ensuring that everyone has the information they need in order to do their job effectively. Plus this means that there are no more excuses from employees claiming to have not read your emails!

Utilising HR software in your business means that you can remove the headache of ensuring that the way in which store employee data is fully GDPR compliant…….one less thing to have to worry about.

The majority of HR software providers have apps available for iPhone and Android devices so that your employees can access the system anytime, anywhere. 

None of us like spending our time filing or looking for a document that should be readily available……having HR software in your business will save you valuable time, allowing you to focus on the business.

If you don’t already use HR software take our 14-day free trial today to see what a difference it could make in your business.