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For ages, cyber security has been the responsibility of the IT department alone, as they are the ones who install all the firewall and anti-virus software, and take other necessary measures. However, as they say ‘desperate times need desperate measures’, so today when cybersecurity is a fast growing threat like no other, not just the IS department, but the entire organization as a whole, needs to take steps to curb it and safeguard their company information. The Human Resource department is one of the departments in an organization that holds the largest volumes of sensitive information – be it confidential details about the organization or sensitive information about the employees. So, what are the steps the Human Resource department can take in order to improve the security of the sensitive information it holds? Investing in a new age software is one of them. Digital HRMS is one such advanced Human Resource software and Beehive HRMS is another. The following are 5 highly effective ways to boost HR information security.
1] Increased Awareness of Cybersecurity Basics
Now, this is the very first step towards ensuring optimum HR information security. Unless and until the Human Resource department professionals are not aware of the Dos and Don’ts of cybersecurity protocols, there is little they can do to prevent cyber-attacks. Hence, the department should begin with learning about the Cyber Security essentials, the rules governing user access, security measures regarding the web and data transfers, and more. Once the HR is aware, the next step is to spread this awareness among the employees of the organization. Experts recommend that cybersecurity training should be a part of the onboarding process, so employees know everything they should know, right from day one.
2] Implementation of Automation
With a manual paper-based system for managing sensitive employee information in place, controlling access to Human Resource information is next to impossible. Hence, automation of the processes of the department can prove to be huge step towards successful implementation of HR information security. A HRMS software is what organizations need to automate all the processes and the software have built-in data security measures to protect access to and violation of sensitive employee information.
3] Seamless Collaboration with the IT Department
Seamless collaboration with the IT department is necessary to ensure improved security of HR information. What the departments need to do is coordinate with the IT department to learn about the latest updates required in the software they use, as well the latest security patches rolled out, etc. The IS department can find the solutions, but implementing them successfully rests entirely with the employees of the department, and this applies to the Human Resource department as well.
4] Framing the Right Set of HR Policies
The journey towards highly secure environment begins with the right set of policies, and when it comes to the HR information security, there is the need to have the right set of HR policies in place. The Human Resources department of an organization should have a policy that clearly defines the requirements in regards to access rights and revoking them as and when required. There is also the need to review the policies at regular intervals and implement strict rules associated with passwords. There should be a defined set of guidelines to set a password, to ensure nobody sets a weak password, which may turn into a vulnerability. There should also be policies regarding BYOD and the fast emerging phenomenon of enterprise mobility.
5] Implementing Steps Necessary for Highly Effective Monitoring
In addition to creating awareness and implementing security measures, there is also the need for effective monitoring at all times to prevent breach of security. To ensure complete HR information security, it is essential to monitor the information, to be able to detect vulnerabilities and potential risks at an early stage. In addition to that, organizations should have an emergency plan to take things under control, in case a vulnerability, virus or malware is detected.
In addition to the steps mentioned above, there is also the need to understand and adhere to compliance guidelines, in order to ensure optimum HR information security. It is important to understand that growing cybersecurity threats is a reality and organizations should make it a priority to implement security measures to curb it.