Storage and processing of documents in line with legislation cause a lot of questions:
How to protect personal data from unauthorized access?
Who should archive personnel's records: a document specialist or HR?
How much time a human resource officer should devote to working with documents without detracting from other duties?
How to organize effective storage of documents?
Personnel files have long periods of storage and require special conditions for their safety. With the enactment of the Law of the Republic of Kazakhstan of May 21, 2013 No. 94-V "On Personal Data and their Protection", managers and specialists of the Personnel Department are assigned additional responsibility in terms of taking organizational and technical measures aimed at:

  1. realization of rights to personal and family privacy;
  2. ensuring their integrity and safety;
  3. confidentiality;
  4. realization of rights to access;
  5. prevention of their illegal collection and processing.
What problems can HR officers face when implementing the requirements of the legislation on the storage of documents?
1. Absence of special rooms and equipment for storing documents.
Storage of documents of the organization's archive is regulated by the "Rules for the Reception, Storage, Accounting and Use of Documents by Departmental and Private Archives". So, for example, the requirements for archival rooms include:
  • fire safety (protection against fire);
  • protection against flooding;
  • installation of security alarm system;
  • installation of doors with metal sheets and reliable locking;
  • access control;
  • metal bars on windows;
  • installation of metal shelving;
  • compliance with the temperature and humidity regime, etc.

Equipment of archive in accordance with regulatory requirements, especially in a rented office, is often postponed by the company's management, and sometimes is not implemented at all.
2. Access to personal data.
If the archive does not meet the security requirements, there is a high risk of unauthorized access to documents containing personal data.

In addition, in the absence of a special employee designated as responsible for the organization's archive, it is impossible to follow the actions of each employee who has access to the stored documents.
3. Execution of additional orders and secondary tasks.
Often, personnel officers are assigned tasks that are not directly related to their activities. Their implementation takes time, which the personnel officers are already lacking.

Also, a lot of time takes the registration of various social certificates, and the number of requests for such certificates is constantly increasing, especially in organizations where the turnover is high, and the number of staff specialists, as a rule, does not increase.
4. The imposition of duties on archival storage on "non-specialist".
As the personnel specialist deals with the management of personnel records, the work on archival storage is often entrusted to him. But, for obvious reasons, the personnel officer does not have sufficient knowledge in the archives field, since this is not his profile.

As a consequence, the state archives refuses to accept documents, since insufficient qualification of employees does not allow to correctly process documents on personnel.
1. Education of own employees through the study of sectoral legislation.
The presence of an employee who has the necessary knowledge to properly store documents, contributes to the image of a solid organization. In this case, it becomes possible to:
  • correctly form and execute cases in the personnel service;
  • make appropriate inventories to them;
  • ensure their safety and transfer documents to the departmental (private) archive of the organization;
  • and also conduct an examination of the value of records and their destruction.
2. Off-site storage of documents.
In this case, there are certain advantages: it saves time for HR staff, there is no need to finance the creation of the archival service and the maintenance of its personnel. Thus, protection of personal data of employees is provided at a higher level.
3. Creating an electronic archive.
The implementation of an electronic archive of documents, which is a system of structured storage of electronic documents, will allow to optimize the work of the personnel. Also, the electronic archive will free the office from a pile of documents and protect information by creating backup copies. In addition, a systematic electronic database will help the HR staff to quickly find the right information, instantly select documents, etc.

The use of an electronic archive provides huge advantages in conducting business and storing the necessary structured information with a quick search.
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