Category Archives: Cloud

Are You Keeping Your Employees Safe?

ID Theft

Did you know there are approximately 50 million victims of identity theft each year?  Recently in Colorado, a sophisticated ID theft ring broke into various stores and stole employees’ records from safes and filing cabinets including copies of blank checks, driver’s licenses, and social security numbers.  Storing hard copies of your employees’ information, even if locked in a filing cabinet or safe, can be extremely risky.  Safeguarding your employees’ information is important and good business.

Below are 5 key principles that the Federal Trade Commission recommends when securing highly sensitive information.

1. Take Stock – Assess and keep inventory of all sensitive information you have for each employee by type and location.  Ensure it is in a secure area at all times and only a minimum number of people have access to it.  Keep track of who has access to the sensitive data at all times.

2. Scale Down – Keep only the information that you need and only as long as needed.  Dispose of any unnecessary sensitive information.  Also, only use social security numbers as necessary.  It isn’t essential to use social security numbers as an employee identification number.

3. Lock It – If you do have hard copies of sensitive information, ensure to lock them in a secure location, such as locked safe or filing cabinet in a locked up room.  Limit employee access to the locked location, and keep track of who has a key and the number of keys.  Ensure that keys are kept with employee at all times.  Also, make sure not to leave employee information out in a public area unattended.  Please note that even with all these safety precautions, it can be easy for a professional thief to break open a filing cabinet or safe.

Electronic security is probably the most secure way of storing employee information due to the difficulty of trying to break into one’s secured data on a computer.  However, there are still a few precautions you need to take when storing data electronically.  Make sure you keep your login and password information secured.  Don’t give out your password unless necessary.  Also, don’t leave sensitive information on your computer screen unattended.  Most importantly, ensure that all sensitive data is kept on a secured server, and run up-to-date anti-virus and anti-spyware programs on your computers.  Lastly, do not scan and email employee information.  It is best to use a secured online system to complete and store employee’s sensitive information.

4. Pitch It – Shred, shred, shred!  If you have hard copied sensitive information that you want to get rid of, make sure to shred or burn it so that it can’t be read or reconstructed.  If you want to dispose of sensitive information on your computer, use software to securely erase data, usually called wipe utility programs.  This will overwrite the entire hard drive so files cannot be recovered.  Deleting files using your keyboard or mouse does not completely wipeout the files and can potentially be recovered.

5. Plan Ahead – Have a plan in place in case identity theft occurs.  If filing cabinets or safes have been stolen or tempered with, contact the authorities and alert your employees immediately.  If you have sensitive information on a computer and it has been compromised, disconnect the computer immediately from your network.  If an incident does occur, you should consult your attorney.

It is extremely important to protect your employees from identity theft.  GoHire’s onboarding system can help you protect your employees by storing their personal information in a secure, virtual environment.  GoHire provides standard forms with sensitive information such as the I-9, W-4, and Direct Deposit Enrollment for new hires to complete and sign all online so there is no paper trail.

For more information regarding the Federal Trade Commission’s guide to protecting sensitive information for your business, please go to http://business.ftc.gov/documents/bus69-protecting-personal-information-guide-business.

If you would like more information about Red Book Connect’s solution, GoHire, please visit our website at http://redbookconnect.com/hiring-gohire/.

Jodi Sabol | Marketing Consultant | Red Book Connect

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Making the Leap

cloudThe IT world is abuzz over the cloud. Many people talk about it. Few people really understand it. We suspect, like most people, you’re too busy grappling with your business to grapple with the cloud. If we’re right, then this post is for you!

What Is the Cloud?

“The cloud” is a metaphor. Like most metaphors, it’s difficult to pin it down to a single, specific meaning. Essentially, “the cloud” could refer to any IT capability delivered as a service over the Internet. The significance of this is in the comparison.

Traditionally, every company invests in the hardware, software, and technical expertise necessary to use technology to enhance their business processes. The cloud provides an alternative that gets you more technological bang for your buck. More specifically, the cloud involves buying the portion of a cloud provider’s data storage and processing capabilities you need to achieve your business tasks.

Why Use the Cloud?

By selling a portion of its data storage and processing capabilities to multiple customers, the cloud provider can achieve economies of scope and scale their clients cannot achieve by themselves. In turn, their clients receive scalable, adaptable IT services, without investing in the IT infrastructure necessary to create those services.

These same benefits also empower cloud providers to develop services that meet the needs of their clients—comparable to software—that meet the needs of their clients. They can afford to invest in the technical expertise, because the cost is shared among many clients. In short, by hiring a cloud service provider, you get the benefits of an IT department at a fraction of the cost.

Servicing Your Solutions

Red Book Connect is a cloud service provider tailored to the specific needs of the restaurant industry. We’ve combined our best practices and expertise in the restaurant industry with our IT expertise to address real problems with real solutions.

Our solutions focus on the most critical managerial challenges in the restaurant industry – hiring, training, scheduling, shift communication and back office management:

HotSchedules empowers you with staff scheduling, forecasting, and instant messaging.
Macromatix provides you with business intelligence, inventory management, and reporting capabilities.
GoHire delivers automated paperless recruiting, applicant tracking, and on-boarding.
Schoox provides easy access to continuous training through a social learning platform that allows for knowledge sharing in your own branded academy.
Digital Red Book gives you one centralized place for real-time shift communication, multi-unit consistency, and task workflow management.

Our goal is to provide you with no-nonsense solutions to real problems by providing you with cost-effective technological capabilities that enable you to control costs and improve profitability without losing quality.

By Stephanie C.