HRIS (Human Resources Information System) is undeniably at the heart of any human resource department today. With this software, organizations become more efficient and data secure.

But because it saves essential data such as Social Security Numbers and payroll information, ensuring HRIS security is critical. The slightest data breach or information leak can be catastrophic to an organization or individual employees.

So, this article will polish you with all the necessities to ensure that your HRIS data is secure.

What an HRIS Does

HRIS is a human resource software that simplifies all human resource activities to occur electronically. It takes care of activities such as managing payroll, time and attendance, recruitment, and more.

Typically, HRIS implementation leads to increased efficiency in the HR department, which, in return, improves overall productivity.

How to Keep Data Secure with HRIS

Buy Carefully

It all starts during the selection process. At this stage, ensure that potential HRIS systems providers understand your current problems and how to solve them. The vendor must convince you that their system will provide unmatched data security. You can bring along a data security expert during the selection process.

Limit System Access

During the HRIS configuration and implementation stage, the system should be set up to limit and control access only when necessary. Role-based restrictions can minimize internal data security threats significantly. Managers should have limits based on job relevancy, and employees should only access their personal information.

In addition to that, former employees should be restricted from accessing the system immediately. That’s because disgruntled ex-employees can cause damages that might result in losses amounting to millions of dollars.

Provide Data Security Training

Educating employees about data security protocols during the HRIS setup can be the missing link that you need to ensure information security. For instance, managers and employees shouldn’t share codes and private information. If possible, create a disciplinary policy with consequences for doing so.

Also, HR leaders and the company’s IT professionals should get proper training in data security. These HRIS professionals are the ones responsible for accessing sensitive employee data.

Have a Recovery Plan

Having a data recovery plan is undoubtedly the best way to prepare for any breaches. When the unfortunate happens, the HR leaders should respond with a contingency plan to avoid grinding operations to a halt. In short, an organization’s management should be proactive rather than reactive.

Develop Strong Passwords

Developing an unbreachable password is a straightforward but vital point because most data breaches are down to weak or stolen passwords. Because hackers can guess passwords, sensitizing employees on the importance of strong passwords can be very important.

The Bottom Line

Maintaining HRIS security isn’t complicated with the right steps. And because hackers and scammers are working tirelessly to breach your system, it’s crucial to have a data recovery plan in place before anything else. Also, educate your employees that maintaining an organization’s data security is a collective responsibility.