In many organizations, payroll and HR teams still rely on printed reports for review, reconciliation, or record keeping. While printing may feel familiar or convenient, it introduces security and compliance risks that are easy to overlook and difficult to control once paper leaves a system.
As HR teams handle some of the most sensitive data in the organization, reducing unnecessary printing is an important part of protecting employee information and limiting exposure.
PrintedDocuments Are Harder to Secure
Electronic systems allow for access controls, audit logs, encryption, and user authentication. Printed documents do not.
Once payroll or HR materials are printed, there is no practical way to track who views them, where they are stored, or how long they are retained. Documents can be left on printers, misplaced on desks, or accidentally viewed by unauthorized individuals, even in well-run offices.
This risk increases in shared workspaces, hybrid environments, and offices with centralized printers.
Payroll and HR Materials Contain High-Risk Data
Many commonly printed HR documents include sensitive information such as:
- Social Security numbers or partial identifiers
- Bank account details and routing numbers
- Compensation and bonus information
- Benefit elections and dependent data
- Leave, accommodation, or disciplinary records
Exposure of this information can lead to identity theft, employee distrust, and regulatory consequences. Even a single misplaced report can create significant issues.
PrintingUndermines Data Minimization Efforts
Data minimization is a core privacy principle: only access, use, and retain information that is necessary for the task at hand.
Printed documents often contain more information than needed for a specific review, especially standard payroll registers or system-generated reports. Once printed, that excess data exists outside controlled systems and is often retained longer than intended.
DisposalRisks Are Common and Often Overlooked
Even when teams are diligent, paper disposal introduces risk. Documents may be thrown away instead of shredded, placed in recycling bins, or left for shredding later. Each step increases the chance of exposure.
Shredding policies are only effective if they are consistently followed, and in practice, they are one of the most common points of failure in data protection programs.
DigitalAlternatives Are Safer and More Auditable
Most electronic systems, such as MyEnroll360, allow secure, role-based access to reports and records without printing. Digital review supports:
- Controlled viewing permissions
- Time-limited access
- Audit trails showing who accessed what and when
- Secure storage
Where review or collaboration is needed, secure system access or protected digital exports are safer than paper copies.
PracticalBest Practices for HR Teams
HR professionals should consider adopting the following practices:
- Avoid printing payroll registers, benefits reports, or employee rosters unless absolutely necessary
- Use system-based review tools whenever possible
- Limit report access to only those who need it for their role
- If printing is unavoidable, retrieve documents immediately and store them securely
- Shred documents promptly using approved methods
- Reinforce expectations through training and internal guidelines
A Small Change With Meaningful Impact
Reducing printed payroll and HR materials is a simple operational change that significantly lowers risk. It protects employee trust, supports privacy obligations, and aligns HR practices with modern data security standards.
HR teams play a key role in modeling responsible data handling. Treating paper with the same caution as electronic access is an important step in safeguarding sensitive employee information.
Benefit Allocation Systems (BAS) provides best-in-class, online solutions for: Employee Benefits Enrollment; COBRA; Flexible Spending Accounts (FSAs); Health Reimbursement Accounts (HRAs); Leave of Absence Premium Billing (LOA); Affordable Care Act Record Keeping, Compliance & IRS Reporting (ACA); Group Insurance Premium Billing; Property & Casualty Premium Billing; and Payroll Integration.
MyEnroll360 can Integrate with any insurance carrier for enrollment eligibility management (e.g., Blue Cross, Blue Shield, Aetna, United Health Care, Kaiser, CIGNA and many others), and integrate with any payroll system for enrollment deduction management (e.g., Workday, ADP, Paylocity, PayCor, UKG, and many others).
This article is for informational purposes only and is not intended as legal, tax, or benefits advice. Readers should not rely on this information for taking (or not taking) any action relating to employment, compliance, or benefits. Always consult with a qualified professional before making decisions based on this content.
