Worldwide: 您处理员工资料的过程是否符合当地规范?

Last Updated: 8 February 2019
Article by TMF Group

聘请员工时,我们需要处理许多文书工作——包括培训和技能、招聘和隐私细节(如地址、薪金和纪律记录等)资料。

以往,大部分这些资料都是存放在人力资源部门办公室的文件柜内,惟如今已逐步迈向电子化。虽然这带来不少的好处,但也存在风险。

随着越来越多人力资源使用云端技术,资料外泄的风险也越来越大。同时,基于专注于个人资料处理的监管增加,人力资源团队必须有一套清晰、严谨和透明的储存程序以及使用任何员工个人资料的程序。

什么是“员工资料”?

这指的是您手中所持有的个别雇员和整体人力团队的资料,包括您用于进行分析的数据,从追踪假期、花红、产假、保健和其他福利,甚至在职表现、差异和缺勤情况等。

这些数据能帮助人力资源部门了解人力趋势,从中协助高层的决策制定。例如,若您的决策者熟悉员工的表现或技能差距,他们可相应调整商业策略。

这些数据无论是储存在线上、桌面电脑还是文件夹,各地都有条例规定您该如何处理及存放这些资料。

持续更新资料

持续不断更新雇员资料本身就是个挑战。

就职期间,员工可能会请假、结婚、生小孩、生病或被擢升。每一个变动都需要更新记录。整体雇员团队的人数令数据量变得庞大,发生错误的后果非常严重。

持续更新员工数据的重要性,成为人力资源专家的负担,而最常见的压力包括要求准确记录和及时更新,以达到雇员期望和符合政府监管。

本地违规的风险

其中一个最大的合规变更是欧盟针对管理个人资料(包括您雇员的薪金和雇员人数)所推出的《一般数据保护条例》(GDPR)。理论上,违反GDPR条例的后果是严重的,因此每个管辖区的企业都必须仔细确认是否合规。

另一个例子是 eSocial,这是巴西政府为了统一雇主和雇员数据呈报所推行的项目。eSocial是一个集数码化簿记、税务、社会保障和员工义务在一体的系统。这系统将取代向社会保险、国家税务局及劳工与就业部门分开呈报的必要。外界预计eSocial能减轻官僚主义,同时加强企业提供资讯的责任。再次提醒,这是在巴西经商的雇主所面临的新变动,他们必须及时了解最新进展,否则将遭到罚款。

若要求支援不同国家的人力资源专家时刻了解最新的当地程序和条例更改,是非常困难的。因此,与当地伙伴合作十分重要,因为这能弥补两地之间的知识和技能差距,帮助您符合当地的条例与要求。

我们的服务

尽管文化的差异早已在预期中,但无论您身在何处都可以确定的就是:员工期望自己的资料被准确记录与保存,因为任何失误可能会涉及非常个人的隐私。

如果您对业务所在的每个国家或管辖区条例没有最新的了解,要有效并合规地管理雇员资料,可以是一件非常繁琐的事情,特别是那些没有内部人力资源团队的遥距或小型办事处。

TMF Group可以为您提供协助。我们的人力资源行政服务包括数据维护与监督、以及各方面的行政工作,包括假期、福利和定期合约。欢迎下载我们的 电子书(以英文书写),了解人力资源行政的重要性,或联系我们的本地专家。TMF Group的营运遍布全球,我们能为您员工在从入职、就职期间到离职,全程提供支援。

The content of this article is intended to provide a general guide to the subject matter. Specialist advice should be sought about your specific circumstances.

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