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How to Keep Your Applicant & Employee Data Secure
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In today’s digital world, keeping employee and applicant data secure is more than a business necessity—it’s a responsibility. With increasing concerns about privacy and data breaches, companies must step up their efforts to safeguard sensitive information like personal details, salary records, and employment history. Ensuring data security not only helps comply with regulations but also builds trust with employees and candidates.
Here, we explore practical steps to secure HR data and how StoHRM, an advanced HRMS solution, simplifies the process of staying compliant and secure.
Why Data Security is Essential
HR teams handle a treasure trove of sensitive data, such as:
• Personal identification details
• Salary and bank account information
• Medical records and insurance details
• Recruitment-related data (including resumes and background checks)
If this data is compromised, the consequences can be severe – financial losses, legal penalties, damaged reputation, and erosion of trust among employees and candidates. Safeguarding HR data is not just about compliance; it’s about protecting your people and your business.
Practical Ways to Keep HR Data Secure
1. Leverage on Secure Technology Solutions
Invest in an HRMS platform like StoHRM that prioritizes data security with built-in encryption, multi-factor authentication, and role-based access controls. These tools not only ensure compliance but also centralize data in a protected environment, reducing the risk of unauthorized access.
2. Train Employees Regularly
Even the best systems can be compromised by human error. Educate your employees on identifying phishing scams, creating strong passwords, and handling sensitive data responsibly.
3. Implement Role-Based Access Controls (RBAC)
Not every employee needs access to all HR data. Limit access based on job responsibilities to minimize risks from internal threats or accidental breaches.
4. Encrypt Data at All Levels
Ensure data is encrypted when being stored (at rest) and while being transmitted (in transit). Encryption makes it significantly harder for unauthorized parties to exploit stolen data.
5. Conduct Regular Security Audits
Perform routine checks on your systems and processes to spot vulnerabilities. Regular audits help ensure compliance with ever-evolving data protection regulations.
6. Maintain Secure Backups
Data loss due to hardware failures, accidental deletions, or cyberattacks can cripple your operations. Regularly back up HR data to a secure, encrypted location to ensure quick recovery when needed.
How StoHRM Can Help
StoHRM is designed with security as a top priority, offering a robust solution for managing sensitive HR data. Here’s how it helps:
- Advanced Encryption: All sensitive data is encrypted both in transit and at rest.
- Role-Based Access: StoHRM allows administrators to assign access based on job roles, ensuring only authorized personnel can view or modify sensitive information.
- Two-Factor Authentication: Adds an extra layer of protection for accessing the system.
- Secure Cloud Storage: All data is stored on certified, secure servers compliant with global data privacy laws like GDPR.
- Audit Logs: StoHRM maintains detailed logs of system access and data changes, making it easier to monitor and track activities.
- Automatic Backups: Regular backups ensure data recovery in case of unexpected events.
Conclusion
In an age where data breaches make headlines, businesses must take every precaution to protect the personal information entrusted to them. By combining secure technology like StoHRM with strong policies and employee training, organizations can confidently navigate the challenges of HR data security.
Protect your HR data, earn employee trust, and ensure compliance with StoHRM – because data security isn’t just a checkbox; it’s a cornerstone of modern HR management.
FAQs
HR departments handle highly sensitive information such as employee identification, salary details, and health records. A breach in this data not only risks privacy but can also:
• Damage your company’s reputation.
• Result in costly legal fines due to non-compliance with regulations like GDPR or CCPA.
• Erode employee trust, leading to lower morale and retention issues.
Key threats include:
• Phishing Attacks: Employees unknowingly sharing credentials through fake emails.
• Weak Passwords: Poor password practices leading to unauthorized access.
• Insider Threats: Malicious or negligent actions by employees or contractors.
• Unsecure Systems: Using outdated or non-compliant software.
• Data Loss: Accidental deletions or lack of backup systems.
- Adopt a Reliable HRMS: Use platforms like StoHRM, designed with top-notch security features.
- Train Your Staff: Conduct regular training on data security practices, such as identifying phishing emails and using strong passwords.
- Implement Role-Based Access: Restrict access to sensitive data based on an employee’s job role.
- Encrypt Data: Ensure all sensitive information is encrypted both during storage and transmission.
- Regular Audits: Periodically review your systems and processes to identify and mitigate vulnerabilities.
- Enhanced Trust: Employees and candidates feel confident knowing their data is handled securely.
- Streamlined Compliance: StoHRM makes it easier to meet regulatory requirements.
- Centralized Management: Manage all HR data in one secure platform, reducing risks of data sprawl.
- Cost Savings: Prevent costly breaches and penalties associated with non-compliance.
Interested in learning more?
Request a demo to see how StoHRM can work for your business.