Due to the widespread popularity of technology in the workplace, HR departments are now tasked with ensuring their employees’ data is kept secure and confidential, but what are some of the crucial tips that can be followed to help keep data confidential?
Understanding HRIS software
HRIS (Human Resources Information System) software is an HR program that is used to manage HR operations like payroll, recruitment, and attendance. UK HRIS software helps employers keep track of data related to their employees, such as timecards, vacation days, salary information, performance reviews, and more.
Here are a few key security tips to help safeguard your HRIS software data:
Use a secure server to host your HRIS software
Using a secure server to host HRIS software ensures that the system is protected from potential security risks like unauthorised access and data theft. Make sure your HRIS software is hosted on a secure server with firewalls, antivirus protection, and other security measures in place.
Keep software updated with the latest security patches
It’s important to ensure your HRIS software is up-to-date with the latest security patches and other updates. Outdated HRIS can be vulnerable to malicious attacks, leaving your employee information exposed. Make sure you regularly check for any available updates and install them as soon as possible.
Encrypt HRIS software data
Data encryption helps protect HRIS data from unauthorised users, making it very difficult to access without the proper encryption key. Make sure you’re using strong encryption algorithms that can’t be easily cracked by hackers.
Train HR staff on HRIS software security
It’s essential to make sure your HR staff are well-versed in HRIS security protocols, such as data storage and handling procedures. Have them regularly review the company’s HRIS security policies to ensure they understand all the necessary steps needed to keep employee data secure.
Audit HRIS software regularly
Regularly auditing HRIS software helps uncover any potential issues with its security or performance. This can help detect any suspicious activity or vulnerabilities, so you can take action to prevent unauthorised access to employee information. For instance, HR departments can consider carrying out auditing on their HRIS software at least once a year.
Implement Strong Password Policies
It’s important that passwords be strong, unique, and not easily guessed. Passwords should be regularly changed at least every 90 days to ensure your employee data remains safe from outside threats. Therefore, HR departments should consider implementing a password policy that requires users to create strong passwords and change them regularly.
Enable two-factor authentication for an extra layer of security
Two-factor authentication is an extra layer of security that requires users to provide two pieces of verification before being granted access. This can be done through a code sent via email or SMS, biometric authentication, or even voice recognition.
Regularly Monitor Access Rights
Make sure HRIS data is only accessible to those who need it. This includes limiting which employees can access HRIS data and setting up user roles where applicable.
Many HRIS systems allow for different levels of access based on user roles and responsibilities. It’s important to regularly audit HRIS user rights and privileges at least every six months or more frequently, if necessary. Doing so will help ensure that only allowed personnel have access to sensitive HR data.
Keep HR Data Secure When Transferring Or Sharing
When transferring HR data from one system to another, make sure that the data is transferred securely using encryption protocols, such as TLS or IPSec. Also, be mindful of who you share HR data with and what their security practices are before doing so.
Ensure Physical Security Of HRIS Systems
It’s essential to secure HR systems physically – meaning only those with proper clearance should be allowed physical access to HR server rooms, workstations, and other equipment. This will help to ensure HRIS data remains secure, as well you can monitor HRIS system activity.
Stay Updated On HR Compliance
Make sure you understand the HR compliance requirements of your business or industry. Regularly review changes to HR regulations as they apply to data security; doing so will consistently help keep employee information confidential and safe.
Conclusion
Following the security tips outlined above will help HR departments keep HRIS software data confidential and secure. Additionally, HR teams should also stay up to date on HR compliance regulations and regularly audit HR systems to ensure they remain secure.
HR management must take every necessary step to ensure their HRIS system is safe and compliant with any applicable laws or regulations. Doing so will not only protect employee information, but can also reduce the risk of potential liability for non-compliance.
