Implement Strong HR and Payroll System to Keep Employee Data Highly Secure and Confidential
With the rise of cloud-based HR Payroll solutions that allow users to log in from any device, security concerns are also on the rise. The addition of unknown IP address access can make systems susceptible to outside hackers as well as devious and computer savvy employees. Information breaches and identity theft from the inside is also a concern that should be addressed.
Employers should work closely with vendors and managers to make sure that security is maintained throughout HR and Payroll System implementation phases and as the system become more regularly used.
Some of the Measures to be taken are:
1. Checking Vendor Security Measures
The security measures that a vendor takes to ensure that a company’s data are secure should be understood before the company makes a final HR and Payroll System selection. HR and Payroll system vendors all take precautions to keep company data safe, but the quality of the security measures that are in place may vary.
2. Limiting Access to Information
During the implementation, employers and managers must be careful about setting the system up to limit and control access to information. Employees should only have access to their own personal information and all changes made by employees using the system should require authorization.
3. Frequent Password Changes
Most HR and Payroll Systems can be configured to require a password change every so often, usually once every 60 days. While managers and employees may complain about this measure, it can help to provide an extra layer of security that protects sensitive information from both internal and external threats.
4. Having a Disaster Recovery Plan
Being proactive about keeping HR information safe can mitigate security threats, but it is important to understand that breaches can still occur. Having a disaster recovery plan in place will minimize the amount of time that your system is down and help to re-secure your data faster.
5. Having a Strong Audit Trail
Many solutions may offer you solutions which may look great, however have you thought about, the back-end architecture, can the solution actually pinpoint, who accessed the system at what time from which machine or IP address, what was done by that user. Many system may make tall claims, in reality they may not work as expected, ensure the solution you choose has strong audit trail for each transaction you may perform, because in times of fraud investigation or other criminal acts, it becomes a key ingredient, to safeguard your interest as an organisation and the to prove by concrete evidence, by using the audit trail.
6. Are your passwords visible as text in the Database
If your passwords are visible as free text in the database table, then chances are your IT admin can take your full control of your HR Department, Access payroll information and more. Ensure to ask the vendor how is security managed within the Database where information is stored, passwords should be encrypted and the encryption key should not be stored anywhere on the client or server for access.
At HR Chronicle we highly focus on these Security Measures. So below are key reasons you may want to consider choosing HR Chronicle over others.
1. HR Chronicle Security on the Cloud
Your Data is secure, safe and is geographically located in the Telehouse Deutschland GmBH Data Center, Frankfurt, Germany This is an ISO-IEC-27001 & IDW PS 951, Certified Tier3+ Data Center. What this means is that your data is guarded 24 X 7 with the latest technologies to make it a safe place for your most valuable asset your information with us. With 24 X 7 proactive monitoring you can be sure, that your data is privacy protected by law and ever growing online threats. A Live Copy Sync to another Data Center in Singapore in Real time.
2. Limiting Access to Information
HR/Admin can set the employee Self Service Dashboard and Menus. All changes made by employees using the system should require at least 1 level of authorization; currently we have a maximum 5 levels Authorization structure, if you need more, we can always add icing on the cake. HR/Admin can create various user accounts with various permissions to modules depending on users. Overall we follow strong Access to Information Policy.
3. Frequent Password Changes
We have strong User and Employee Password policy, where HR/Admin can define their own policies for passwords as per the security level desired, from the system easily.
4. Having a Disaster Recovery Plan
Your Data is backed up once in 24 hours to another DATA CENTER in Singapore, for added security and stored for 15 days, you will have last 15 days data backup at any given point of time, if you need to restore just put in a request, we will do the needful. We also have complete log reports in order to find the things where it actually has gone wrong.
5. Having a Strong Audit Trail
All our transactions do have an audit trail which can be easily access in the form of reports.
6. Are your passwords visible as text in the Database
All sensitive information in the database is encrypted, so if an IT admin will have access, he would be limited by the fact that the information is encrypted, thereby mitigating the risk.
We follow stringent data security policies, because we know what the data is and how it should be protected from unauthorized access and much more.
Get in touch with us, to know how HR Chronicle is best suited security compliant solution to match your ever changing HR needs.
