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How to Keep Your Applicant & Employee Data Secure

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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:

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.