Wednesday, 31 August 2011

flooding


http://www.connectmidmichigan.com/news/story.aspx?id=651757


Saginaw City Hall flooding puts records in 'some jeopardy'
Posted: 08.15.2011 at 2:07 PM

File Shares to Automate File Share Access Control Policies



Allison Transmission Deploys Courion's Compliance Manager for File Shares to Automate File Share Access Control Policies

 
 
 
 

Manufacturing company mitigates risk and demonstrates compliance by identifying which users have access to sensitive information stored in unstructured data repositories

WESTBOROUGH, Mass.Aug. 17, 2011 /PRNewswire/ -- Courion Corporation, the leading provider of Access Risk Management solutions that help organizations cost effectively deal with identity and access compliance and security risk, today announced that Allison Transmission has selected Courion's Compliance Manager for File Shares to mitigate security risks, prevent data breaches and demonstrate compliance by automating user access control policies to sensitive information stored in unstructured data repositories such as file shares. With Courion's Access Assurance Suite™ solution already in production, Allison Transmission has seamlessly deployed Compliance Manager for File Shares across 400 shared folders throughout the corporate network.

file sharing




eweek.com


AirPatrol ZoneDefense Mobile Device Monitoring Is Situationally Aware


THE ZONEDEFENSE MOBILE DEVICE MONITORING TOOL FROM AIRPATROL TAKES INTO ACCOUNT THE MOBILE DEVICE'S LOCATION AND SITUATION BEFORE ENFORCING SECURITY POLICIES.

compliance



http://www.bloomberg.com/news/2011-08-19/grassley-sec-eu-bank-scrutiny-german-steel-probe-compliance.html


Grassley-SEC, EU Bank Scrutiny, Aquino, German Steel Probe: Compliance

Q

Employee File Record

employee file (folder supplies)

http://employeefilefolders.tk/smd77000-employee-file-record-20pk-folder11-12x9-12-b002ioezbg/sale

data spill


Associated Press

New data spill shows risk of online health records

By JORDAN ROBERTSON 08.21.11, 02:41 PM EDT 

SAN FRANCISCO --

http://www.forbes.com/feeds/ap/2011/08/21/technology-us-tec-medical-data-minefield_8633942.html

that it believed only employees could use, owner Joel Hecht says.



As instances of data mishandling become more commonplace, government officials may seek greater control over security policies of companies with access to health care records that aren't currently regulated.
"It should be yet another warning bell for companies: You've got your reputation on the line, and you're also facing enforcement action if you don't pay attention to the security of the data you collect and process," Dempsey says.

Attendance Records

http://articles.courant.com/2011-08-25/news/hc-state-employee-false-attendance-recordss-20110825_1_dpuc-arbitration-report-public-utility-control


State Employee Fired Over False Attendance Records, Then Wins Reinstatement Because His Boss Knew About It

August 25, 2011|By Jon Lender

Managing personnel records


State Records Authority of New South Wales




Recordkeeping In Brief 24 - Managing personnel records


Introduction: Personnel records documenting the management ofemployees are important records in all organisations. Some of these need to be maintained for long periods of time, often after an employee has left the organisation, in order to protect ongoing rights and interests of theemployee and the organisation. Personnel records that contain information about individuals are also likely to be highly sensitive and personal and must be adequately protected from unauthorised access. This document suggests some strategies for effective and efficient management ofpersonnel records.
Example:
Records relating to the following areas could contain identifying and sensitive information about individuals:
  • counselling
  • discipline
  • grievances
  • performance management
  • criminal record checks
  • working with children checks
  • workers compensation, or
  • medical conditions or treatment.
Therefore a system design solution would be to keep these matters on separate electronic or paper files from:
  • general personnel information, or
  • information on the individual's main employee file.
That way, higher security measures can be taken to control access to the files containing the sensitive information, with even more limited access than other personnel or employee files usually receive. Separating these matters can also ensure records due for destruction can be promptly and easily removed and destroyed securely in line with privacy principles.

What makes an adequate summary record?

It is the public office's responsibility to determine whether the summary record is 'adequate' to meet the requirements for evidence. This may need to be a risk based decision and subject to a risk management process.
Summary records for employment and service should at least contain details of:
  • identification number
  • name and name changes
  • date of birth
  • address
  • contacts
  • date appointed
  • date of leaving the service
  • status
  • position and dates held
  • promotions and higher duties and dates held
  • appointment letter or contract
  • locations of work
  • description of duties
  • salary rates, and
  • allowances.

Personnel files and records

California - Dept of industrial relations
Personnel files and records
http://www.dir.ca.gov/dlse/faq_righttoinspectpersonnelfiles.htm

California law requires that employers allow employees and former employees access to their personnel files and records that relate to the employee’s performance or to any grievance concerning the employee. Labor Code Section 1198.5  Inspections must be allowed at reasonable times and intervals. To facilitate the inspection, employers must do one of the following: (1) keep a copy of each employee’s personnel records at the place where the employee reports to work, (2) make the personnel records available at the place where the employee reports to work within a reasonable amount of time following the employee’s request, or (3) permit the employee to inspect the records at the location where they are stored with no loss of compensation to the employee.

Wednesday, 17 August 2011

scalable document creation



A Case for Integrated Document Generation and Digital Personnel Files Management



http://aqdb.wordpress.com/2011/02/10/a-case-for-integrated-document-generation-and-digital-personnel-files-mangement/



OpenText Employee File Management for SAP Solutions

OpenText Employee File Management for SAP Solutions


http://www.opentext.com/2/global/products/products-opentext-ecm-suite-for-sap/products-opentext-employee-file-management-for-sap.htm



paper tourism

paper tourism


http://www.opentext.com/2/global/products/products-opentext-ecm-suite-for-sap/products-opentext-employee-file-management-for-sap.htm


This process gets even more complicated when employee files have to be sent from one location to another. A time-consuming and error-prone process sometimes referred to as “paper tourism” (i.e. the paper goes on a tour).


OpenText Employee File Management for SAP Solutions (resold by SAP as SAP Employee File Management by OpenText) provides HR departments with a complete solution: all printed documents from employees and job applicants, master data and internal personnel documents are immediately available from the electronic personnel file. This ensures that all personnel activities and processes are performed quickly and easily.

Thursday, 11 August 2011

Complying with the Employment Standards Act


Complying with the Employment Standards Act (ESA):
A Workbook for Employers


http://www.labour.gov.on.ca/english/es/tools/esworkbook/index.php

Table of Contents


You are required to keep written records about each employee for a certain period of time. You can either keep them yourself or have someone keep them on your behalf (for example, an accountant or a payroll company). Regardless, these records have to be readily available for an Employment Standards Officer.
Other sections of this workbook often include a records checklist for the particular standard being discussed. Below is a list of record keeping rules. You are required under the ESA to keep these records and have them available when an Employment Standards officer inspects your business.

Specific Rules

  1. Records of each employee’s name, address and employment start date must be kept for three years after the employee ceases to be employed by you.
  2. The date of birth of any students under 18 must be recorded and kept until they turn 21 or for three years after he/she ceases to be employed by you, whichever happens first.
  3. All documents relating to an employee's leave (including pregnancy, family medical, personal emergency, declared emergency, reservist or organ donor leave) must be kept for three years after the day the leave expired.
  4. If you employ homeworkers, you must keep a register showing each homeworker's name, address and wage rate. This information can be deleted from the register three years after the homeworker ceased to be employed by you.

Record Keeping Checklist

Who is a worker?


We are legislated by the Ontario government and are responsible for administering theWorkplace Safety and Insurance Act (WSIA).

http://www.wsib.on.ca/en/community/WSIB

http://www.wsib.on.ca/en/community/WSIB/ArticleDetail?vgnextoid=a2a31400bc41d210VgnVCM100000469c710aRCRD


Who is a worker?


* IE is insurable earnings
The WSIB requires employers to report the earnings of all their workers.

Defining a worker

A worker is anyone you employ in your business under a contract of service or apprenticeship. In this relationship you will, for example, set:
  • The nature and place of work
  • When it is performed, and
  • How it is performed.
In some cases an unpaid employee may still be considered a worker (e.g. training participant).
A family member, including spouse, children and other relatives, employed under a contract of service and receiving earnings is considered a worker. Their earnings must be included in the premium calculation.
Workers can be employed either full-time or part-time, including:
  • Seasonal, temporary or occasional employees
  • Students, apprentices and learners
  • Training participants.
  • Domestics working for you for more than 24 hours a week.
Contractors hired under a contract of service may also be workers. Please see the section onContractors.

Executive officers

The WSIB considers executive officers to be a select group of individuals who control the direction of the entire organization rather than just a department or branch. The WSIB has the authority to determine who is an executive officer. For a complete list of positions eligible for executive officer, see below.

If you are incorporated and you consider one (or more) of the individuals on your payroll to be an executive officer, you must be able to demonstrate that the individual in question:
  • Holds a position (as corporate officer or director) listed on the chart under “Limited liability companies” and is named in your corporation’s minute book as holding this position; and
  • Does in fact perform the duties and executes the responsibilities of an executive officer, as defined by the WSIB.
Individuals confirmed as executive officers by the WSIB are not considered workers unless they have optional insurance.
An individual such as a sole proprietor, a partner, or an independent operator who incorporates, is not considered an executive officer.
Employer TypeDescriptionExecutive Officers
Limited liability
companies
Legally incorporated with
share capital
  • members of the board of directors
  • chair and vice-chair of the board of directors
  • corporate president, chief executive officer (CEO), chief financial officer (CFO), chief operating officer (COO), vice president, corporate secretary, treasurer and general manager of the corporation
Non-profitNon-incorporated, or
legally incorporated
without share capital
  • directors of the governing board or their equivalent
MunicipalitiesIncorporated and non-incorporated, including cities, towns, villages,
and Indian bands
  • all elected officials (e.g. mayors, city councillors) and temporary appointees to elected positions
Boards or
commissions
Public health service
facilities (e.g. hospitals), utilities, municipal agencies, school boards, colleges
and universities
  • members of the governing board, either appointed or elected or
    their equivalent
Provincial government 
  • deputy ministers

Optional insurance

Sole owners, partners, independent operators and executive officers are not automatically covered by the WSIB in case of a workplace injury or illness, unless they have optional insurance. By having optional insurance, they (or their dependants) lose the right to sue for damages resulting from a workplace injury/illness.
An owner’s spouse, or other family member must hold a position as a partner or executive officer and must receive earnings that are verifiable if audited to qualify for optional insurance.
Optional insurance takes effect the date the signed written request is received by the WSIB.
The optional insurance amount should reflect the earnings of the person covered. Optional insurance is always set at an annual earnings level, subject to the annual maximum insurable earnings, regardless of the period the insurance is actually in effect.
The minimum coverage period for optional insurance is three months.
To update the amount of optional insurance, use the Optional Insurance Request/Change form ( 84.8kb, PDF) included in your reconciliation package.

Cancelling optional insurance

Optional insurance is continuous and stays in effect until the person covered provides a signed, written request asking for cancellation of optional coverage.
If the person covered is no longer with the firm and is not available to sign the cancellation form, the employer must provide us the date the person in question left the company. In such cases we will accept an authorized signature instead of the insured person’s signature.
The WSIB may cancel optional insurance with 15 days notice if the employer defaults on premium payments. If there are multiple accounts, optional insurance is cancelled for all accounts, no matter which is in default.

Contractors /subcontractors

A contractor/subcontractor or owner operator may be a worker, independent operator or employer for WSIB purposes. Workers are automatically covered and you are required to pay premiums for this coverage. Coverage for contractors/subcontractors ruled by the WSIB to be independent operators is not mandatory.
A contractor/subcontractor who employs workers/helpers is an employer and must be registered with the WSIB. If you retain a contractor/subcontractor to perform a service and there is evidence that the contractor/subcontractor retains help, you should verify that the contractor/subcontractor working for you is registered with the WSIB and remains in good standing. (Refer to Clearance certificates.)
For the period being reconciled, you may have retained contractors who you considered as independent operators or employers in their own right. As a result, you may not have reported payments made to them as insurable earnings on your Premium Remittance forms. If you did not obtain rulings from the WSIB confirming independent operator status, or did not obtain clearance certificates for those contractors/subcontractors who employ help or have optional insurance, the WSIB strongly encourages you to do so.
If the WSIB finds that these contractors/subcontractors were in fact your workers, unregistered employers, or registered employers not in good standing, you could be liable for insurance premiums that are owed in connection with the work or service they performed on your behalf.
The following sections explain how the WSIB determines if a contractor/subcontractor is a worker or an independent operator, and how obtaining clearance certificates can protect you from liability for a contractor’s/subcontractor’s premiums.
In all cases where you have not, or are not, reporting payments made to contractors/subcontractors, contact your WSIB account representative to confirm the status of the contractors/subcontractors.

Is the individual your worker or an independent operator?

The WSIB uses questionnaires to help determine if a contractor/subcontractor is an independent operator or your worker.
Important
More information on completing questionnaires.
There are industry-specific and general questionnaires available from your WSIB account representative and on our website.
If you consider the contractor/subcontractor you retain to be an independent operator, you and your contractor/subcontractor should submit a completed and signed questionnaire along with supporting documentation to your WSIB account representative.
If the WSIB determines the contractor/subcontractor is a worker you:
  • Will be notified of the decision in writing
  • Must include the labour portion of the contractor’s/subcontractor’s gross earnings when calculating the premium subject to annual maximum insurable earnings.
If the WSIB determines the contractor/subcontractor is an independent
operator you
  • Will be notified of the decision in writing
  • Will not be required to pay premiums for that contractor/subcontractor
  • Must keep the decision letter on file for
    your records.
Please note that incorporation is only one factor in determining whether a person is an independent operator. If your contractor/subcontractor is an incorporated individual or partnership, you and your contractor/subcontractor should complete, sign and submit the appropriate questionnaire, and supporting documentation, if required.
To protect yourself against liability for unpaid premiums, you should:
  • Keep the independent operator decision letter issued to your company from the WSIB, as proof of the status ruling.
An individual ruled to be an independent operator, and who does not have WSIB optional insurance coverage, is not protected by the WSIB.
The WSIB is the authority to determine who is a worker or an independent operator under the Workplace Safety and Insurance Act and reserves the right to review this ruling at any time.

Clearance certificates

Important
Obtain a clearance certificate if you hire a contractor/subcontractor or a company that hires help.
To avoid liability for unpaid premiums the WSIB recommends that you request a clearance certificate if your contractor/subcontractor retains help. The WSIB issues a clearance certificate when the contractor’s/subcontractor’s account is in good standing.
The certificate waives the WSIB’s right to hold you liable for any premiums owed by the contractor/subcontractor for the labour portion of the contract that are due within the period of the certificate.
If your contractor/subcontractor is an independent operator with optional insurance, you should also check their standing to avoid liability.
A clearance certificate is not an instrument for determining worker/independent operator status.
A Clearance Certificate is not proof an owner, partner, or executive officer has WSIB optional insurance coverage. More information on Optional Insurance.