Avoid a Cloudtastrophy: 2 HR checklists for Choosing a Cloud-Based Technology Provider

CLICK IMAGE TO ENLARGE Recent events have catapulted disaster recovery and business continuity planning to the forefront of our news and board rooms. A robust continuity plan includes a vital records recovery strategy. While intellectual property. legal documents, customer information and accounting records are generally top priority, paperwork-laden HR departments are subject to complex record retention requirements and some of the greatest legal exposure. Before you deploy a cloud-based records-management solution, exercise due diligence in qualifying the vendors that will either help you or hurt you in complying with the many employment record retention laws governing your business. CONTINUITY & COMPLIANCE MITIGATING THE RISK OF EMPLOYMENT RECORD RETENTION REQUIREMENTS IN THE CLOUD 17 Federal Laws Mandate Employment Record Retention Requirements ADEA, ADA, COBRA, ERISA, FICA, FITW, FLSA, FMLA, FUTA, GINA, HIPAA, IRCA, LLFPA, OSHA, Title VII, UGESP WTH? What To Hold on to? - Selection/hiring/employment records 1 year. - 1-9 forms and FMLA-related records 3 years. - Payroll records, time sheets/cards 3-6 years - Tax and compensation records 4 years. OSHA records 5 years. 30 years for records relating to exposure to toxic substances. Pension/welfare plan documents, COBRA and HIPAA-related records 6 years. WATCH OUT! STORE PERSONAL DATA SEPARATE FROM PERSONNEL FILES Including l-9 forms, EEO data and HIPAA-related records. OUCH! DAMAGES FOR IMPROPER RECORD KEEPING $550K $831K $250K settlement amount from an Illinois restaurant for violations in overtime laws, minimum wage and record-keeping practices. in penalties a Houston manufacturing company paid to OSHA for failing to adequately document employee injuries and illnesses. paid by a New York convenience store distributor for overtime and record keeping violations. In addition to federal record-keeping mandates, goverment contractors are subject to additional requirements as are employers in states with laws governing employee files. ARE YOUR EMPLOYMENT RECORDS SAFE IN THE CLOUD? Business continuity planning isn't the only thing calling employers to the cloud. It's a less expensive and more efficient alternative to hosting and managing internal hardware and software. According to IBM, 72% of all companies are at least piloting a cloud service and International Data Corp projects the cloud computing market is expected to hit $72.9 billion in 2015. For any critical business data storage or software service, cloud vendors should be heavily scrutinized for their product, data security, system reliability and service agreements. CHECKLISTS FOR CHOOSING A CLOUD-BASED HR TECHNOLOGY PROVIDER HR Technology Provider Checklist O Provides a single system of record for all employee information. O Meets federal and state employment record retention and maintenance requirements. O Safeguards the privacy of employee information. O Creates efficiency in the accessibility and usage of workforce data. O Allows for easy extraction of employee data for compliance reporting O Easy-to-use technology that does not require extensive training. O Expert service and support from a single point of contact when help is needed. O Offers audited financials as proof source for financial stability. Data Security and System Reliability Checklist O Holds ISO 27001 certification in information security management. O Undergoes third-party penetration testing of its application and network. O Uses high-grade encryption algorithms with at least 128-bit keys. O Keeps audit logs. O Provides for full redundancy of critical systems and data. O Has geographically dispersed back-up processing facilities. O Monitors processing facility sites 24/7. O Holds ISO 9001 certification in quality process management. O Can provide SSAE16 attestations and SOC1 reports on internal controls. paycom Paycom, a leading provider in workforce technology, provides an end-to-end single application solution for HR. Its cloud-based platform offers convenience and cost effectiveness, along with the peace of mind that comes from knowing your records are safe and in compliance with the employment laws governing your business. Reduce your exposure today with Paycom. www.paycomonline.com O2012, Paycom. All nghts reserved. INTELLECTUAL PROPERTY DISCLAIMER THS IS FOR INFORMATIONAL PUEPOSES ONLY AND IS FR IS WITH NO WARRANTIES WHAISOEVER INCLUDING ANY WARRANTY OF MERCHANTABILITY, FITNESS FOR ANY PARTICULAR PURPOSE, OR ANY WARRANTY OTHERWISE ARISING OUT OF ANY PROPOSAL, SPECIFICATION, OR SAMFLE. NO LICENSE, EXPRESS OR IMPLIED, TO ANY INTELLECTUAL PROPERTY RIGHTS IS GRANTED OR INTENDED HEREBY. This infographic is protected by copyright law. Indviduals may reproduce and distribute this infographic for individusl, non com mercial use. DISCLAIMER: The content of this infographic is intended to koep interested parties infomed of logal and industry developments for educational purpos es only It is not intended as legal opinion or tax advice and should not be regarded as a substitute for legal or tax advice. Product or company names mentioned herein may be the trademarks of their respective owners. INFOORAPHIC "AS CLICK IMAGE TO ENLARGE Recent events have catapulted disaster recovery and business continuity planning to the forefront of our news and board rooms. A robust continuity plan includes a vital records recovery strategy. While intellectual property. legal documents, customer information and accounting records are generally top priority, paperwork-laden HR departments are subject to complex record retention requirements and some of the greatest legal exposure. Before you deploy a cloud-based records-management solution, exercise due diligence in qualifying the vendors that will either help you or hurt you in complying with the many employment record retention laws governing your business. CONTINUITY & COMPLIANCE MITIGATING THE RISK OF EMPLOYMENT RECORD RETENTION REQUIREMENTS IN THE CLOUD 17 Federal Laws Mandate Employment Record Retention Requirements ADEA, ADA, COBRA, ERISA, FICA, FITW, FLSA, FMLA, FUTA, GINA, HIPAA, IRCA, LLFPA, OSHA, Title VII, UGESP WTH? What To Hold on to? - Selection/hiring/employment records 1 year. - 1-9 forms and FMLA-related records 3 years. - Payroll records, time sheets/cards 3-6 years - Tax and compensation records 4 years. OSHA records 5 years. 30 years for records relating to exposure to toxic substances. Pension/welfare plan documents, COBRA and HIPAA-related records 6 years. WATCH OUT! STORE PERSONAL DATA SEPARATE FROM PERSONNEL FILES Including l-9 forms, EEO data and HIPAA-related records. OUCH! DAMAGES FOR IMPROPER RECORD KEEPING $550K $831K $250K settlement amount from an Illinois restaurant for violations in overtime laws, minimum wage and record-keeping practices. in penalties a Houston manufacturing company paid to OSHA for failing to adequately document employee injuries and illnesses. paid by a New York convenience store distributor for overtime and record keeping violations. In addition to federal record-keeping mandates, goverment contractors are subject to additional requirements as are employers in states with laws governing employee files. ARE YOUR EMPLOYMENT RECORDS SAFE IN THE CLOUD? Business continuity planning isn't the only thing calling employers to the cloud. It's a less expensive and more efficient alternative to hosting and managing internal hardware and software. According to IBM, 72% of all companies are at least piloting a cloud service and International Data Corp projects the cloud computing market is expected to hit $72.9 billion in 2015. For any critical business data storage or software service, cloud vendors should be heavily scrutinized for their product, data security, system reliability and service agreements. CHECKLISTS FOR CHOOSING A CLOUD-BASED HR TECHNOLOGY PROVIDER HR Technology Provider Checklist O Provides a single system of record for all employee information. O Meets federal and state employment record retention and maintenance requirements. O Safeguards the privacy of employee information. O Creates efficiency in the accessibility and usage of workforce data. O Allows for easy extraction of employee data for compliance reporting O Easy-to-use technology that does not require extensive training. O Expert service and support from a single point of contact when help is needed. O Offers audited financials as proof source for financial stability. Data Security and System Reliability Checklist O Holds ISO 27001 certification in information security management. O Undergoes third-party penetration testing of its application and network. O Uses high-grade encryption algorithms with at least 128-bit keys. O Keeps audit logs. O Provides for full redundancy of critical systems and data. O Has geographically dispersed back-up processing facilities. O Monitors processing facility sites 24/7. O Holds ISO 9001 certification in quality process management. O Can provide SSAE16 attestations and SOC1 reports on internal controls. paycom Paycom, a leading provider in workforce technology, provides an end-to-end single application solution for HR. Its cloud-based platform offers convenience and cost effectiveness, along with the peace of mind that comes from knowing your records are safe and in compliance with the employment laws governing your business. Reduce your exposure today with Paycom. www.paycomonline.com O2012, Paycom. All nghts reserved. INTELLECTUAL PROPERTY DISCLAIMER THS IS FOR INFORMATIONAL PUEPOSES ONLY AND IS FR IS WITH NO WARRANTIES WHAISOEVER INCLUDING ANY WARRANTY OF MERCHANTABILITY, FITNESS FOR ANY PARTICULAR PURPOSE, OR ANY WARRANTY OTHERWISE ARISING OUT OF ANY PROPOSAL, SPECIFICATION, OR SAMFLE. NO LICENSE, EXPRESS OR IMPLIED, TO ANY INTELLECTUAL PROPERTY RIGHTS IS GRANTED OR INTENDED HEREBY. This infographic is protected by copyright law. Indviduals may reproduce and distribute this infographic for individusl, non com mercial use. DISCLAIMER: The content of this infographic is intended to koep interested parties infomed of logal and industry developments for educational purpos es only It is not intended as legal opinion or tax advice and should not be regarded as a substitute for legal or tax advice. Product or company names mentioned herein may be the trademarks of their respective owners. INFOORAPHIC "AS