For companies that want to stay competitive and up-to-date, opting for mobile HRIS features is an increasing trend. Since employees and managers are able to access everything from their bank account information to information about the surface area of Jupiter to the temperature on their thermostat at home on their mobile devices, self service via mobile is not only desired, it’s expected. Is it possible to mobilize HRIS info and still maintain security, though?
BYOD and Security
Most employees now own at least one sophisticated device, whether it be a laptop, smartphone, or tablet. Many employees prefer to use their own personal devices for work functions, as these devices are often superior to those provided by places of employment and are familiar to employees. Since the “bring your own device” option allows employers to save major costs on equipment, this trend is increasing.
The biggest issue with BYOD and other forms of mobile access is security, as managers and employees may have home access to data that ideally should never leave the office. It is comparable to allowing employees to take stacks of paper personnel files home. Addressing this concern may require different tactics based on the employee’s position and the information that is being accessed, but it can include safeguards such as deleting the data from the device after it has been used for a specific purpose.
Limiting and Controlling Access
When mobile access is allowed, it is absolutely imperative that the HRIS system be configured to only allow employees and managers to access certain data and features. Inadvertently allowing employees to view one another’s information or make changes to systems can be extremely detrimental to the organization. Access points should be anchored to logins, so that employees can see and make changes to only what is visible and accessible.
Training for Optimal Security
The best secured information can still be accessed by outside sources if employees do not handle the information properly. Safeguards should be put in place to make the system as fool-proof as possible, such as logging employees out automatically after so long and locking users out after a number of failed attempts to gain access, but employees should still be reminded to use safe practices when accessing information. Workplace policies should discourage employees from ever sharing personal login information with anyone.
Encryption Implementation and Management
Data hackers are becoming ever more equipped to be able to get through logins and other safeguards, so it is important to encrypt data that is available through HRIS. This may prevent hackers from accessing information remotely, and it may also guard information on mobile devices in the event that devices are lost or stolen. To ensure continued safety, it is important to periodically update and maintain encryption software throughout the system.
Terminating Mobile Access with Employment
In the past, employees that were terminated could not possibly access company data, but those days ended when mobile HRIS became a reality. Safeguards should be in place to instantly disable access to company data before an employee or manager is ever given access in the first place. This way, it is possible to disable access with a click, so that there is no fear of data breaches or tampering by former employees.
Learn more about HRIS Security
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