Protecting Confidential Files
A Natural Gas Company uses Spacesaver’s® Touch Technology Control™ to restrict access to employees’ personal information.
Preventing Workplace Security Breaches
Workplaces breaches in security are very real, and even though stories about digitized files and computer data are often featured in the news, the most common scenario is a simple one: A single employee gains access to paper copies of personal information about the company’s other employees and exploits that information.
And with employers being held liable for any harm suffered by employees on account of a workplace breach, it’s become more important than ever for companies of all sizes to make sure paper files are secure and access is limited only to the people who are authorized to work with them.
"The primary concern in our department has always been security and limiting access to the HR files. The Touch Technology Control adds another layer and addresses both of those concerns."
- Donna Ball, Human Resources Benefits Consultant
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This company protects documents for 50,000 customers.
Keeping Records Secure—and Employees Safe
A Human Resources department for a large Natural Gas Company in the Southeastern United States serves over a million residential and industrial customers in addition to over 50,000 wholesale customers. Not only is their client base robust, but they have a large employee base—and their HR department’s goal is to keep the company strong with engaged, happy, and fulfilled employees through a commitment to work/life balance and plenty of leadership and development opportunities.
When Donna Ball, an HR Benefits Consultant at the company, started looking into a different way for the department to store their files, utilizing existing space was a top priority. Working with Ben Gold at Patterson Pope, an authorized Spacesaver distributor, she decided on a mobile storage system that would allow the department to store twice the amount of materials than the traditional shelving they had been using.
Touchpads Facilitate Access Reports
Soon after the system was installed, she quickly found another benefit. The LCD touchpad that controlled the system’s movements, the Touch Technology Control, offered built-in security she hadn’t even considered before.
Each carriage of the department’s mobile storage system can be programmed by a specific lock code, which allows only a few authorized staff to access the entire collection of files. This access can be managed via a PIN code or a swipe card authorization, and can be combined with an audit log function, in which security-relevant records of who has accessed the system can be downloaded and viewed through virtually any spreadsheet program or text viewer.
This creates another level of security with the files, as they are already kept behind a locked set of doors. “The primary concern in our department has always been security and limiting access to the HR files,” she said. “The Touch Technology Control adds another layer and addresses both of those concerns.”
The result is a department that can rest a bit easier in knowing there’s an added measure of security—which in turn plays a part in reducing the liability that comes with a breach in workforce security.
