With the rise of digital transformation in businesses, data security has become a primary concern in offices. From competitive secrets to employees’ paycheck to productivity tracking and more, every information which keeps a business running efficiently is at stake. With increasing cases of data breaches, securing your company’s data and employee information has become more important than ever before. Honestly, businesses lose a lot more than just money when it comes to cyberattacks. The repercussions include damage to reputation, loss of confidentiality, personal details, and heavy penalties as well. Apart from this, HRIS software for small business and big organizations are also helping business entities to achieve overall success in the market.
Your system contains highly sensitive information about employees, payroll, medical details, and whatnot. Moreover, if you are switching from a manual to an automated system like HRIS, then the data is more prone to be compromised. During the HRIS implementation phase, the system is susceptible to security breaches, thereby, requires employers to be attentive.
Any leak in it or identity theft can impact not only the concerned employee but the whole organization. Even a single missing or a misplaced number and can jeopardize the integrity of your data. Hence, such a breach needs to be addressed as soon as possible with an appropriate solution. Whether it is an external or internal threat, assuring data integrity is a critical aspect for any organization.
Keeping all these factors in mind, we have come up with a few steps to guide you through HRIS implementation and maintain data integrity in your office. Follow them and eliminate the chances of any slip-ups that can adversely affect your workplace. Have a read:
Train Your Team
Now that you have integrated the Human Resource Information System into your existing system, it’s about time to educate your employees about the importance of data protection and spread security awareness. With the company’s HR system moved on an integrated platform, the information and data need to be handled differently now.
Your team members should know how it will work and all the precautions that they have to take to keep the data safe. Start by creating a separate team that can plan a training program and strategically execute it. Of course, as a business owner, you might not reach every employee, so make sure that the team consists of executive management and initiative leaders who can convey everything effectively.
Let people know what is at risk in case any information is leaked and how it can impact their job and security. Also, highlight all other consequences of a breach in data security to discourage them from any ethical conduct. The training sessions must include phishing testing and how they are accountable for non-compliance with the procedure.
Here is a reality check – Employees are one of the weakest links in any organization’s security and are more often the reason behind data breaches. They have access to download, edit, and update details and this can go against the company. Of course, many of the cases are unintentional where workers don’t even realize that they are the source of any leak in the information.
However, there are times when many office members use vital information for their personal benefits intentionally. Preventing them is not easy but proper monitoring and audit tools can minimize the chances to a great extent. Keep track of employee activities and restrict access to selected employees while implementing HRIS software. Remember, as an employer, it is your duty to safeguard company and data at all times and you can spare no effort to ensure the same.
You must put your trust in your employees and never question their loyalty toward the company. Having said that we also believe that not every employee is reliable and trustworthy, hence it is always best to be cautious and take preventive measures. To be certain that workers don’t use any piece of information for their personal interest, it is important that you restrict the access to information at each level.
You or the HR manager must have the ultimate control of data and the employee could only change his/her personal information. Furthermore, if there is any change or updates, then it must require authorization from a senior manager. By limiting access according to the relevancy of the job, you can decide the data that they can reach or modify.
Staff members don’t need to log in to the Human Resource Management System or control the data that concern them and even the managers need to see the information about his/her team members. This role-based restriction can put a full-stop to internal threats during the implementation stage. Yes, when an employee is terminated or resigns, immediately limit the access to the system.
Implement Multi-Factor Authentication
In the case of public disclosure or any breach in security, we are quick to change the password and login credentials. However, at times it can be too late. As studies reveal, businesses couldn’t detect any breach until hundreds of days later and by the time they take action, hackers get sufficient time to accomplish their work and expose details.
Thus, it is important to acknowledge such threats and take the necessary steps to save employee details against compromise. For this, Two-factor authentication or multi-factor authentication in HRMS can come in handy which is already a popular technique in the banking industry. It involves confirming the ownership by two separate passwords set by two people.
Once, the password is entered, the user will receive OTP or SMS to reassure the authentic access to data. You can also use apps like Microsoft or Google authenticator to add a precautionary verification step. As the codes are changed after every request in multi-factor authentication, it becomes a lot difficult to hack any account.
Use Encryption System
If your company is using the unencrypted system, then it is almost like leaving doors open for any leak or breach. Anyone can enter the database and extract the information that they seek. Therefore, email or data encryption can prove to be a powerful way to keep data away from any infringement. It includes a password that is encrypted and stored in the database.
You can also use it for email or any correspondence. Even when you send recruitment-related messages, this technique can be the best way to guard any delicate information. No IT or system administrator can access these texts, thereby, keeping the information between you and the concerned party. Double-check the encryption on all emails and data as even some employees can be involved in cybercrime and misuse official information for personal benefit.
Strong Password Policies
To roughly give you the figures, almost 65% of data breaches are due to stolen, weak, or default passwords. Honestly, there is no such thing as an unbreakable password. Hackers and IT experts are proficient at guessing these login credentials. Even your employees, scammers, or managers can give away or trace passwords within a few days or hours to skin through the data.
Once the HRIS system is infiltrated, there is no way you can turn things back and re-establish control. However, it is still advisable to set a strong password and implement a strict password policy. Announce guidelines that help employees with their password settings and prohibit them from sharing them with others.
Use a passcode that is long, consisting of upper and lower case letters, numbers, special characters, etc. It will make the hacking journey longer and demand effective hardware to finally break it. There should also be an expiry date of the password to assure frequent changes.
According to the reports, Human Resource Software are designed to consolidate various third-party services for better performance. Hence, these integrations may put your organization’s security at risk through various data deviations. This process may lead to unintended data leakage.
Therefore, the smart HRM or Human Resource software would ensure that people associated with your organization have the best and smart data security and privacy agreements. As said above, it is important for your employees to understand the need for risk management so that they can prevent any mishappening in the future.
Adaptable User Experience
The HR supervisor must strike a balance between taking correct data security measures and ensuring that employees can still use the HR network and software in an efficient and user-friendly way. Ideally, this balance will not make employees feel over-monitored or wearable technique.
Employees who usually access the same company network or application may not need additional security oversight, but people who access the same system from a country that has never been before (using other devices) will need more control. HR professionals can also help enhance security by encouraging their companies to re-evaluate user access strategies
There are various security measures that you can use to stay away from intruders and hackers. It is important to lead towards the safety of our companies and people who are associated with us. The HR department is a huge repository of personal data of all employees of a company, as well as candidates for vacant positions. At the same time, potential candidates are outsiders to the company, and if their data disappears, it will be difficult to resolve the problem.
There are various security patches that the employer can use and get benefit from it. On the basic level, you can start by scheduling maintenance for your IT ecosystem. APart, you can also make some points to regain the perfections. Intruders and Hackers daily navigate to check how they can bypass security protocols.
Through this, they can stay one step ahead to protect your company.
Clear BYOD Policy
BYOD (Bring Your Own Device) is a corporate plan that includes employees using their individual devices when operating with corporate resources. Typically, the BYOD policy applies to smartphones, tablets, and laptops.
This strategy is especially helpful for every business because their employees can start their work from anywhere as soon as they log into corporate accounts. A possible flaw in the policy is the challenge of managing personal devices. For this reason, many organizations have executed stable policies that enable them to maintain the corporate data on personal devices. Employees can create two separate sections for professional and personal data.
Hence, it is important to make sure you have a strict BYOD policy for better data security at your workplace.
Be Careful From Phishing
Let me ask you a question, have you ever got an email from a bank or other online service that asked you to “verify” your credentials, credit card number, or other sensitive information regarding your organization?
If yes, you already understand what a phishing attack looks like. The goal of phishing is to collect estimable user data that can be traded or used for wicked purposes such as extortion, funds, or identity theft. The best way to stay away from Phishing is to aware employees of this term.
Phishing could be in any form, it can be in popups, malicious texts, emails, and even phone calls. However, using the right HRIS can train your employee by sending reminder texts regarding phishing. You can also make sure that every employee is going through the policy by tracking them.
Whenever there is a case of a security breach and data leak, HR managers and employers need to handle the situation tactfully and understand the measures that they should take. An organized plan makes it easier to recover from the situation and resolve the issue at the earliest. Furthermore, it also prepares you for any such damage in the future.
Of course, you have to be proactive to keep the data safe and secure. Although every HRIS comes with a certain security system and protection, these tips will help you optimize its effectiveness. Never neglect the security concerns and keep them a priority, especially while implementing a new system in your office as this is the time when data is most vulnerable.
Moreover, thanks to the technology you now have numerous options to ensure the protection of personal and confidential details of employees and the company. There is various software that claims to be a good fit for you. But the question arrives which of the HRIS will be best for my work culture.
If you are looking for a reliable HRIS that can safeguard your information, then Accomplish is the right fit for you. It comes with a data security system with features that offer assistance at every step. Connect with us now for further inquiries.