Human Resource New Hire Reporting in Hawaii

December 13th, 2006 Posted by Mark

With a lot of this new hire data going onto computer databases in the government’s hands—both on the state level and on the federal level—how can Hawaiian employers trust that their employees information, and their own, is safe? It is a pertinent question in today’s world of lost laptops and hacked servers.

After all, many employers themselves feel most comfortable operating in their own offices with paper files as backups to their computer files lest something catastrophic should happen to their computer systems. Some employers may even use paper employee files, paper applications, paper reference check forms, paper drug test permission forms, and everything else paper as their main, and very secure, form of keeping personnel information safe and in the hands of their human resource department.

But Hawaiian employers, and all employers for that matter, should feel a little better knowing that the federal government requires that all state agencies to protect all of that confidential and private employee information passed along to them because of new hire labor laws. The Secretary of the Department of Health and Human Services no less has set up a whole list of rules that focus on the safety of the information provided by employers on new hires.

For instance, the Department Secretary has decreed that all information passed along the state and federal labor agencies shall only be allowed to be viewed by those with the proper authorization and access. They also have mandated that all states must do their best to prevent the unnecessary access or release of information of new hires and child support.

This type of security is key, especially considering that you employers are sending in the social security numbers of all new hires. These numbers, of course, are necessary because then state and federal officials can tell that the hires are actually who they say they are, by running their socials through the Social Security Administration.

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