How to stop a thief. Linda Goodman-Foley, director of the Identity Theft Resource Center, an affiliate of the San Diego-based Privacy Rights Clearinghouse, tells HRWire that these cases are just the tip of the iceberg. "The workplace is central to this problem," she said. Goodman-Foley offers a number of recommendations to HR professionals seeking to reduce their vulnerability, including:

Conduct a walk-through of the workplace. "Walk through the company as if you are a stranger," Goodman-Foley says. "See if there are any areas that a thief could take advantage of." In-boxes and out-boxes are two high-risk areas, she notes. Employees often send personal items out through their company's mailroom and if there are no responsible document handling procedures in place, the chances of a security breach can be high.

Be cautious when verbally discussing sensitive information. Many security precautions focus on paper and electronic document handling, but thieves also can collect personal information by eavesdropping on sensitive conversations. Goodman-Foley says HR professionals need to ask, "How secure are the places where people hold conversations about sensitive information? What can be overheard, especially in the HR department?"

Evaluate the security of desktops and cubicles. Do people work in close proximity? Are there security screens on employee computer monitors? How about privacy panels in cubicles housing employees who routinely handle personal information?

Increase employee screening. Goodman-Foley tells HRWire that employers should be doing "criminal and financial background checks." If negative information turns up, she says, "it doesn't mean don't hire, but you may want to be careful about placing person in position with access to sensitive information."

Require third-party vendors and staffing agencies to screen employees handling your company's information. Goodman-Foley cites cleaning service staff and health care vendors as two groups that should be taking precautions.

Create a document handling policy. "Part of what we'd like to see is employers creating document handling policies," Goodman-Foley tells HRWire. "Create a policy, put it in writing, and place it in the employee handbook," she says. The policy should "outline how each piece of paper with sensitive information is handled and detail how information should get transmitted from one place to another." All staff, "from the janitor to the CEO," should undergo regular training on the policy.

Consider using alternative employee identification numbers. Many employers use employees' Social Security numbers as their employee identification numbers and include this information on payroll, health care-related documents, employee badges and other materials that are linked to specific individuals. Congress is currently considering several bills that would limit usage of Social Security numbers; voluntary adoption of alternative employee identification numbers may help stave off undesirable mandates applicable to employers.

Finally, Goodman-Foley suggests that employers consider establishing a victim assistance plan. It takes "175 hours on average to clean up the mess left by an imposter," and for employees who are victims of identity theft, whether it took place in the workplace or not, "it will be an emotionally charged period of time. They'll feel distrust, hopelessness, powerlessness, and go through personality changes," she says. Not only will the employees be affected, but also their families and their co-workers as everyone struggles to help the employee restore his or her life. Guiding the employee toward an employee assistance program (EAP) and providing emergency financial assistance are two ways that employers can help ease victimized employees' burdens.

This article is courtesy of HRWire. All rights reserved.

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