How can you secure your human resources information system?

Strong Security System Back Up Server Data Recovery Server Cloud server and in store A very strong IT team is required to revive all the data

Carry out a gap analysys. You can use a VAPT (Vulnerability Assessment and Penetration Test) and security audits to evaluate your HRIS security levels and compliance with relevant standards and regulations. Review your policies and procedures such as password management, access control,encryption, backup and recovery to ensure they are uptodate. And conduct a risk assessment to identify the potential impact and likelihood of threats to your HRIS such as malware, Phishing..

1. Role-Based Security: Define roles tailored to specific job functions and grant permissions only to authorized users. 2. Implement SoD controls to prevent conflicts of interest and enforce separation between incompatible duties. 3. Conduct regular audits to assess compliance with security policies, identify vulnerabilities, and promptly address any deviations from established norms. 4. Maintain an up-to-date system by promptly applying patches and security updates provided by Workday. 5. Employ encryption protocols to protect data both in transit and at rest within the HRIS using industry-standard encryption algorithms. 6. Evaluate and monitor third-party vendors and service providers involved in managing or accessing HRIS data.

In any case the IT Security for your HRIS should be integrated in the overall IT Security Concept. To make your life easier it make sense to apply to official standards: DIN ISO 27001 gives you a framework how to define and fullfill needed governance. Additional advice for germany is given from BSI (Bundesamt für Sicherheit in der Informationstechnologie)

To secure your HRIS, ensure you implement robust access controls, such as role-based permissions, encryption for data protection, multi-factor authentication for user verification, and keep all software up to date with regular patches and updates

Implement Multi-Factor Authentication (MFA) via SMS or email for employees and manager portals, this will be an additional layer of security for an user to identify themselves and prevent unauthorised access to your HRIS. This is one of the effective ways to reduce the risk of account compromise.

Encryption is another measure of security for your HRIS, encryption coverts your data into an unreadable format that can only be decrypted with a key and can protect your data from being modified or stolen by unauthorised parties.

Encrypt the data stored in the HRIS to protect it from unauthorized access. This includes encrypting data at rest (stored on servers or databases) and data in transit (when it is being transmitted between systems or accessed remotely).

Regularly review security permissions and workers that have moved into or out of key positions to ensure they only have access to the data they need. Restrict broad/system-wide permission roles and grant organization or other restricted data permissions. It’s never a bad time to look at your security groups again to make sure they are relevant in a changing business environment.

Additionally, consider establishing real-time alerts for specific thresholds, enabling a proactive response to potential security issues and conduct periodic employee training sessions to enhance awareness of security best practices and encourage reporting of any suspicious activity.

For whatever reason training of emploees is mentioned lately in this articel. This is key to for any it security concept. Especially recurring trainings have to be an incremental part of your training strategy. Training as a benefit not as a must. To increase employee awareness for IT Security.

In my experience in HR, managing HR data securely is crucial and is often taken for granted by Top Management, as is the preparation of payroll. In reality, the risk of not managing data securely grows in connection with a low threshold of attention, as well as a low awareness of the relevance of the data processed. In fact, it is often overlooked that special categories of personal data, such as membership of protected categories, rather than membership of certain trade unions, are also stored in the HR database. Similarly, it is important that accesses are perimeterised and segregated to ensure compliance with the least priviledge principle. It's not acceptable that an HR BP and SR Training specialist have access to the same data set.