Tips for keeping HRMS Data Secure

 

Tips for keeping HRMS Data Secure

From the incorporation to the absences, going through the registration of the working day or any other of the multiple tasks that make up the human resources management processes, any professional operating in this environment knows the importance of protecting data with that works. Personal and professional data, many of them highly sensitive and that must be kept safe.

In all likelihood, you have already organized the internal processes to ensure that all data is managed correctly, even at this critical time when they work remotely. But have you thought about what the suppliers are doing? Do you know what measures they have taken to protect the data and that of the team and keep it safe?

According to GDPR, responsibility for security rests with the organization that owns the data ("controller"). Therefore, it is up to you to ensure that the suppliers also comply with the cybersecurity procedures and standards required so that the employees' data is safe.

At this time for any HRMS Software, it is very important to reassure the security of the information they manage for them and to offer readers some insights into what to expect from all of their suppliers. Security is an integral part of the culture and the ways developers grow their software.

Let's see some aspects.

ISO 27001: more than a certification

ISO 27001 certification is an international standard intended to define the necessary requirements to establish and administer an information security management system, and includes aspects related to logical, physical and organizational security.

HRMS Software is ISO 27001 certified. This doesn't just mean having an accreditation out of the box, it shows how secure the processes and software are. Furthermore, as a developers, they they are all responsible for data security and recognize its importance, so they also pay special attention to its daily management.

How safety is part of DNA

·     Formal onboarding: Each new employee who joins the organization dedicates a training session on data security management during their first days with the company.

 

·   Clear Documentation - Each employee should confirm that they have read thesecurity policies and know where to find them if they need to refer to them in the future.

 

·       Continuous training: compulsory training sessions are scheduled throughout the year

 

·      Appropriate processes and tools: Each employee is provided with all the tools necessary to work safely, such as encrypted computers and secure data exchange systems.

 

·    Controlled access: access to the HRMS software in use is managed to reflect the roles and responsibilities of each; for example, only the IT team is authorized to install software on company computers.

 

Technological aspects of security:

The HRMS software in the cloud is developed so that the clients never have to doubt the security of the data they manage for them. How do they do it?

1.      Safe from scratch

The HRMS is built from the ground up to be a secure cloud system. They have not taken an old code to re-adapt it to the web, but they have invested in the development of a complete and international human resources software, specifically designed to be accessible online, with a  robust security system at all levels . The system is constantly monitored to track security threats and is subject to periodic penetration testing so that security is validated by independent entities.

2.     Regular updates

With the advancement of technology, cybercriminals are getting more creative in attacking businesses; this means that to stay safe, the software must be regularly reviewed, tested, and updated.

Human resource systems developed to be on site and then migrated to the cloud are expensive and difficult to keep up to date. The benefits of an HR Cloud system like Cezanne HR are that updates are faster and available to all customers at the same time, with no service interruptions or additional costs.

3.     Certified accommodation

The Cezanne HR platform is hosted on the servers of Amazon web Service, the world's leading provider of cloud infrastructure. In compliance with the regulations on personal data protection, the clients' data is stored exclusively on internal servers in the European Union.

4.     Security roles

Thanks to configurable security roles, the HRMS system allows you a very high level of transparency for all team members, while you can control who has access to the information. You can authorize which users see or edit certain data based on their assigned role (Human Resources Administrator, Limited Human Resources, Line Manager, Self-Service Clerk), each of which can be modified to reflect additional differences between different groups of users.

5.     Data encryption

They use a secure encryption system to protect employee data (stored within an encrypted file system) and its transmission, including the use of SSL certificates, the standard technology for creating encrypted links between a web server and a browser.

6.     Password security

Cezanne HR never stores complete passwords, but only a hash of them, protecting them using sophisticated hashing and salting techniques. Customers themselves can set internal system rules to force users to use strong passwords. You can also use secure single sign-on systems or two-factor authentication (2FA).