6 Essential Steps for Ultimate HRMS Data Security

One of the biggest challenges of businesses today is the rise of threats to data security. The world is moving towards a data driven approach to business operations, which makes it extremely significant in the success of a business. Today businesses have large volumes of information collected from various sources and available in various formats. Every department in an organisation today has its own set of data that is growing exponentially with every passing day. HR department is no different, and there is a large volume of information that the Human Resources department has to analyse. What makes HR data even more sensitive to threats is the fact that it consists of employee information and other confidential information relevant to the organisation. This information, if misused, can lead to devastating effects on the organisation and its employees.

To keep threats on HRMS data in check, new age HRMS softwares are built-in with the most advanced security features. Digital HRMS is one example of such a software that offers multilevel HRMS data security, which consists of encryption, secure transfer, SSL certification and GDPR compliance for privacy and security. Another example of such a software is Keka HR which also securesinformation through controlled access and encryption. This article is about the 6 essential features a software must have for powerful and foolproof HRMS data security.

1] Secure Transmission of Data Over the Internet

Maintaining HR data security is easier when all one is dealing with is on premise access. However, when it comes to the Cloud, it's a different ball game altogether. This is because the Cloud is more prone to threats. So, secure transmission of information on the internet is what most advanced HRMS software offer to protect HR data.

2] Prevention of Physical Tampering of Data

Under normal circumstances, there’salways a risk of information getting tampered with or damaged when it is maintained on paper or on storage devices like hard disk. When the paper is damaged or the system crashes and the hard disk gets corrupted, there’s the risk of losing everything. To prevent this, HRMS software today keep a backup of all the information on the Cloud so that HRMS data security is never compromised.

3] Multilevel Security

When it comes to highly sensitive employee information, one or two levels of security are not enough. For the highest level of HRMS data security, leading HR software offer multiple levels of security measures, so that all is not lost even if one or two levels of security get compromised.

4] Use of Firewalls for Protection

Firewalls are nothing but checkpoints that verify users before allowing them to access different levels of data. New HRMS software make use of powerful firewalls to ensure that only the users who are authorised to access certain detailsare able to access it not the others. This way, even the most sensitive details can be protected from unauthorised access, and hence, its misuse. It's also common practice to use firewalls from different vendors for different levels so that it becomes more difficult to break through the firewalls.

5] Timely Installation of Security Patches

Security patches are of utmost importance when it comes to information security. One of the major reasons for data breaches is that companies fail to install patches in the software on a regular basis, or whenever available. Installation of patches is something that HRMS platforms take very seriously. Security patches should ideally be applied immediately to prevent any threats or unauthorised access. Failing to do so can be immensely detrimental to HRMS data security.

6] Creating Awareness

Statistics show that a major share of breaches in Enterprises across the globe result from errors made by employees. Hence, it becomes extremely important to teach employees how to manage information in a way the does not compromise its security. For this, a part of the HRMS software implementation is about training employees of the organisation about DOs and DON'Ts when it comes to HRMS data security. Multi-factor authentication measure helps add to the security. It's all about creating secondary verification in addition to the password. After the user enters the password, the next step is to verify using an OTP sent to the user’s mobile or email.

So, there can be quite a few ways to implement advanced HRMS data security in an organisation. Choosing a good HRMS software automatically ensures most of these measures will be implemented. Data security should be a priority for organisations today in order to fight the rising number of threats that target sensitive and confidential information.