Background-check PDFs currently live in recruiters' inboxes and personal downloads. What should HR do to align that documentation with the records strategy?
Select an answer to reveal the explanation.
Short Explanation
Sensitive PDFs in the junk drawer of email are still personnel records—they just have worse locks. Intake channels are a privacy surface. Put the file in a system with permissions and a destruction date, not in someone's downloads folder.
Full Explanation
Background-check documentation contains criminal-history and identity data that must follow the same records, access, and disposal rules as other protected personnel files. Recruiter inboxes and local downloads are uncontrolled copies, not a repository. A permissioned system with retention and legal-hold rules is how HR aligns intake to the organization's records and data-protection strategy. Printing to open trays, forwarding to personal mail, or browsing on an intranet recreates the exposure.