A HRIS contains highly sensitive data, including employees’ social security numbers, payroll information, and even medical information. Information leaks and data breaches of the HRIS can be detrimental to individual employees and your organization as a whole. As such, it is important to take steps to make sure that that information is as safe as possible, from both internal and external threats.
Purchase with Intention
When you are looking to purchase a new HRIS, look into the reviews and pay close attention to what other companies say about the security of the software. While you may put additional security measures in place after the system has been implemented, going with a vendor that is known for offering a secure HRIS can help to keep your data more secure while limiting the amount of work that you have to put into adding security features.
Restrict Access Based on Needs
Putting role based access restrictions in place during the implementation phase can help to minimize internal threats to data security right from the start. Employees don’t really need access to information that doesn’t pertain to them, and each level of management really only needs access to certain information. By restricting access to just what is needed for employees and managers at each level, you make it easier for employees to use the system and make it possible to tell who is doing what in the system for audit purposes.
Before the system goes live, create a few fake employees and test the system to see what you can access. This way you can identify any weak points in the system and work out the bugs before giving everyone access to the system.
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Create Security Policies
Even if every employee can only access certain information with their code or card, these access restrictions are ineffective if managers and employees are sharing codes and cards. It is important to make sure that managers and employees know what the stakes are if they share this information. Create disciplinary policies that highlight the possible consequences of sharing access to discourage employees from doing so.
Keep Security Up To Date
Security measures such as firewalls and security patches are only effective if they are up to date. Periodic maintenance should be scheduled to continually make sure that the system is secure and to make changes as needed. Hackers are always figuring out how to bypass security protocols, so it is necessary to stay one step ahead to protect your company.
Enable Timeout Features
Since most HRIS are now cloud based and can be accessed from any device, timeout features can be extremely helpful. If there is an option to log employees out of the system after a certain amount of inactive time, make sure to activate this potentially valuable option. By the same token, disable features that would allow employees to stay logged into the system, just in case an employee inadvertently leaves a device where it can be stolen or tampered with.
Taking precautions to protect the information in your HRIS can save headaches and prevent damaging breaches. While information is generally more secure in a HRIS than in old-fashioned files, the technology comes with risks that must be addressed.