The Importance of Data Integrity in HR Systems

HR systems have come a long way since companies first began automating basic HR and recruiting processes in the 1990s and early 2000s. Desktop HR systems have evolved and relocated to the cloud, offering users better access to more data. According to PWC, 73 percent of companies have at least one cloud-based HR application, and many have shifted several HR processes to the cloud.

One important factor in using HR systems is preserving data integrity. Employees and company leaders need reliable, accurate data in HR systems, and they also need to have the assurance that employee and other company data is protected and kept private. Here are some key factors for HR and IT professionals to consider when it comes to data integrity in HR systems:

Accurate Employee Data Supports Workforce Planning

While it’s true that many HR systems perform the role of being the “system of record,” housing important historical data such as past salary actions, job changes, and benefits elections, they can serve other purposes. HR systems can also be useful tools for helping HR and business leaders with salary and succession planning, hiring plans, and more. For example, when considering an employee for a new leadership role, data about the employee’s education, job history, and past training can help inform leaders and HR of the individual’s readiness for promotion.

HR systems play the dual role of providing accurate historical data and helping company leaders plan for future growth, reorganization, or other changes that affect the workforce. As an example, live org charts feature accurate employee data drawn from systems of record, such as HRIS and payroll systems, and support workforce planning discussions. Multiple versions of org chart scenarios can be shared with individuals privately and then made public once they’re finalized.

Public vs. Private Access

Employees enjoy the benefits of using collaborative tools and other data-rich HR systems that help them get to know their coworkers. However, some information must remain private and out of the public domain. Job information such as an employee’s title, manager, and work location are public, while home contact information or details about an employee’s dependents and compensation are private.

Individuals expect privacy when it comes to certain personal information, and HR systems must consistently protect their confidentiality. HR systems, such as live org charts with security controls, need to protect employee information and give admin users the ability to select which data employees can view, edit, or share.

Self-Service

Today’s tech-savvy employees appreciate having access to tools that help them work more efficiently and find important information easier. In fact, according to a CareerBuilder survey, automated HR systems that feature self-service functionality can help to improve the employee experience by 60 percent.

A great way to ensure employee information remains accurate and up to date is to give employees access to certain fields of their employee profile, allowing them to update their cell phone number, employee photo, or skills and interests. Live org chart technology takes employee self-service further and features custom fields in employee profiles, giving employees the ability to add personal information such as favorite foods, languages they’ve learned, and information about their pets.

HR systems have evolved from receptacles of employee historical data to cloud-based tools that allow employees to update personal data and search for important information across the company. Data integrity will always remain an important consideration for HR systems, and there are now new ways to ensure the accuracy and security of data, via system integrations and employee self-service. Many tools, such as live org charts with customizable employee profiles, make it easier to keep employee data fresh and up to date, while at the same time also providing new avenues for employees to collaborate and learn more about each other.