Today’s typical Human Resources department is a little different to the traditional image often drawn up. Instead of being bogged down by paperwork, many organisations have instead opted for digital tools that eliminate a lot of the daily grunt work. From recruitment platforms, to onboarding and payroll, a number of different providers can make up a digital ecosystem.
One thing hasn’t changed though, and that is HR’s role in handling sensitive information. Their systems contain employee files, compensation data, policy manuals and interoffice correspondence, to name a few. And with this type of information moving around from one platform to another, it’s best to be proactive and set up steps to avoid security breaches.
Smaller steps can still be implemented by HR to set up as many layers of security as possible. These less technical practices can still go a long way in ensuring that you—and the information you’re gatekeeping—are well-protected.
One of the ways sensitive information can be mishandled is when we forget who has access to it. For example, former employees who may have shared access can continue to download data from internal systems if passwords aren’t changed. HR departments can play a role in the safety of data simply by recording the processes. Keep a checklist of onboarding and offboarding tasks that line managers and departments can easily access so they’re aware of all relevant systems employees have access to.
There are various moving parts and phases when it comes to information systems, and these movements can be hard to keep track of. If you don’t have one already, develop an acceptable use policy for your systems that incorporate the best practices in data management. This policy should also outline the right procedure in the event of a security breach, so employees are clear on what to do.
The beauty of a growing digital landscape is that there can be a number of vendors offering to solve your one problem. At face value, their solutions might all seem pretty much identical – promising the same connectors and levels of customer service – but you can spot the winner with a quick look at how they’re performing from a security perspective. For example, check for ISO27001 certification, which aligns the organisation with international information security best practices.
You can always check with your IT department for other small steps you can take to protect sensitive information or if you’re interested in employee onboarding software and would like to learn more about how our platform protects your data, simply just ask!