How to Keep Social Security Numbers Safe as a Business

March 23, 2015 Updated: May 26, 2016

This is a really tricky thing that we need to seriously think about. The truth is that many that want to commit identity theft will want to target businesses because of the large social security numbers databases that are available. Basically all the records of the employees are kept, with all identification details that are needed to commit identity theft. With this in mind, as a business owner, you need to be sure that all information stored is properly secured.

Why Do You Need to Keep Security Numbers Safe as a Business?

As a business owner, you are responsible for data security. In the event that there are problems and someone gets a hold of the social security numbers and extra details of your employees because of a problem that you had, you will be eligible for liability compensations. If your company does not have liability insurance, you can even end up bankrupt because of something like this.

Keeping the Social Security Numbers Safe

This is where things get tricky but a necessity for all companies out there. There are basically two things that you have to remember:

  • The employment files in paper format include the SSN.
  • The online databases or digital databases with employees can include SSN.

These days you can easily verify social security number through websites and there is a limited amount of information that is available. With this in mind, your files have to be kept even safer than they were some time ago since dishonest identity thieves can use multiple sources to get all the data that is necessary. If they just take the SSN from you, liability is still a problem.

When referring to files kept in a paper format, you have to be sure that there is limited access to them. These documents should be locked at all times, kept in a filing facility that does not allow unauthorized personnel. Only a limited number of people can handle the documents. This usually includes the HR department or some people from the HR department.

When talking about the digital formats, everything becomes more complicated. It basically means that you have to be sure that your entire computer network is properly secured. If the office is small, this means that you can simply limit everything to security software on one computer. In the event that the office is larger and you use a network, employ the services of an IT security professional that can apply the necessary security that is necessary to keep social security numbers safe.

Is Your Social Security Number Database Safe?

Most company managers never think about checking to see how employee files are kept and how they are handled. If this is your case, make sure that you verify everything. If your knowledge levels are small, talk with an attorney and do employ the services of a professional that knows how to treat sensitive data. Such an investment does pay off on the long run as you can avoid so many problems that can appear in one company.