Best Practices for Business Compliance Reporting
Compliance reporting for a small, mid-sized or even large business encompasses strict adherence to federal and state-mandated practices. At issue are health, workplace safety, fiscal reporting and also strict privacy standards with respect to personnel records. The best practice for avoiding costly lawsuits and embarrassing audit results is a detailed compliance checklist.
This checklist anticipates the most likely requested documents and also overall facts. It urges the worker in charge of compiling, filing and handling the facts to check it off. Good examples are employment verification compliance checklists that human resources managers affix to newly opened files. They allow for simple checkmarks and show at a glance if crucial items – such as social security number confirmation, license renewal checks or employment verification correspondence — are missing or in transit between offices.
Best Practices for Compliance: Reporting-Related Documents Stay Together
The initial setup of a records management system is likely simple. As a business grows, the need for being able to cross-reference also grows. As a general rule of thumb, the best practice for a growing business is a highly detailed, computerized records management system that makes compliance reporting easy simply because of the quick accessibility of the data.
As employees join and leave the company, these initially cumbersome data entry tasks prove themselves to be the best practices for keeping track of even the most short-term workers.
Continued Data Safety and Applicability
While the best practice for eventual compliance reporting is the speedy accessibility of information, the best practices for ensuring that it is only available to authorized personnel falls under the umbrella of the legal department’s duties. For a small company, a first consultation with a corporate attorney is best; practice focus should be on small business ventures, white-collar litigation or corporate law.
For mid-sized or large companies that have not incorporated such practices early on, compliance reporting – and the best practice for keeping data safe – may need a thorough records management system review by a corporate law firm. While the cost is much more significant at this level, the protection against fines and lawsuits is well worth it.