A metal filing cabinet is an essential piece of equipment for any company. It is used not only to store documentation concerning the operation of the company, but also to secure employee personnel files. Tax and accounting documents should be stored for 5 years, while employee files for as long as 10 years. Check how and where it is best to secure all your data.
What is personal data?
Every employer is obliged to keep information about their employees. Personnel files include, among other things:
● basic personal data (name, surname, place of residence and PESEL number),
● the employment contract,
● job description,
● confirmation of health and safety training,
● information about training courses attended,
● documents confirming that the employee is familiar with the regulations,
● time records,
● sick leaves,
● amount of wages,
● tax information.
They all contain confidential information and their disclosure could have negative consequences for an employee. There are cases where personal files have been stolen. Later it turns out that a cash loan was taken out against the person. Proving fraud can take up to several years.
From 2019, documents can be created and stored electronically. However, many businesses prefer to keep files in paper form because data on a computer is not as secure as it sometimes seems. Computer hacks and hacking attacks are on the rise, and the leak of confidential data from state institutions is regularly reported by the media.
How to store the personnel files?
A personnel file cabinet is the perfect solution even for micro businesses. The large metal filing cabinet can accommodate many files. The solid and certified lock guarantees no unauthorised access.
According to the Regulation of the Minister of Family and Social Policy of 10th December 2018, employers must protect the personal files of their employees against destruction, loss and access by unauthorised persons. Entrepreneurs must also comply with the provisions of GDPR.
Remember that it is up to you to decide what security measures your company will have in place. The regulations do not specify what metal filing cabinets should look like. If you want to keep your documents secure, buy a solid safe that has a high burglary resistance class.
Find out more: Everything you need to know about protecting classified information
What are the consequences of disclosing personal data?
The consequences regarding the disclosure of personal data are contained in:
● the Labour Code,
● the Data Protection Act of 10. May 2018,
● the Civil Code.
The mere storage of personal files in inappropriate conditions, i.e. threatening damage, destruction or loss, is threatened with a fine of up to PLN 30,000 (article 281 point 7 of the Labour Code).
In turn, disclosing personal data to unauthorised persons is punished with imprisonment of up to 2 years (article 51 § 1 of the Act on personal data protection).
On the other hand, the Civil Code states that the employer will have to pay compensation to the employee for providing access to personal data. It is enough to prove that releasing the files caused negative consequences and infringed the injured party's interest (article 415 of the Civil Code).
As you can see, it's not worth risking paying out high damages or criminal liability. A personnel file cabinet will solve your problems and ensure that you don't have to worry about confidential employee data.
Metal filing cabinet – which one to choose?
File cabinets are not just a product aimed at businesses. Everyone should think about buying a safe for home use. A small metal filing cabinet will come in handy in every household.
File cabinets should not only protect the contents from unauthorised access. It is also the duty of the employer to protect the data from damage. A fireproof metal filing cabinet will effectively protect the contents from fire.
A personal file cabinet in the form of a safe is a solution for people who want to store valuable items such as cash, a company phone or a laptop in addition to documents. When you leave work, you will be able to deposit all your important electronic devices in a safe place.
If you have already decided on a solid safe, it is worth considering the burglary resistance class. The lowest category is S1. However, if you want to store larger amounts of cash or classified documents, the S2 or 0 class is a better option.
The burglary resistance category tells you the limit of the protected value. In the case of an S1 class safe, this is approximately 60,000 PLN. If the contents of the safe are more valuable, you will have a problem with obtaining compensation from the insurer in the event of burglary and theft.
The consequences of disclosure, loss or improper storage of personal data can be severe. It is not worth exposing yourself and your business or family to unpleasantness. A secure fireproof metal filing cabinet is far more beneficial than having to pay worker's compensation. Don't hesitate and choose a model tailored to your company's needs today.
See another articles, too: Safe in the office – which one to choose?
Secure document storage: how do you choose the right cabinet for your needs?
Office safe – an indispensable piece of equipment for every company
