How can you secure files and access controls in your human resources management system?

1 Choose a reliable HRMS

The first step to secure your files and access controls is to choose a reliable and reputable HRMS that meets your business needs and complies with the relevant laws and regulations. You should look for a HRMS that offers features such as encryption, backup, recovery, audit trails, role-based permissions, password policies, and multi-factor authentication. You should also check the vendor's security certifications, reviews, and support options before signing up for their service.

2 Set up role-based permissions

The second step to secure your files and access controls is to set up role-based permissions for different users and groups in your HRMS. Role-based permissions allow you to grant or restrict access to specific files, folders, modules, or functions based on the user's role, responsibility, or department. For example, you can give full access to the payroll module to the payroll manager, but limit the access to the salary details to the employees themselves. You should also review and update the permissions regularly to reflect any changes in the staff or the organization structure.

3 Use strong passwords and multi-factor authentication

The third step to secure your files and access controls is to use strong passwords and multi-factor authentication for your HRMS accounts. Strong passwords are passwords that are long, complex, and unique, and that are not easy to guess or crack. You should avoid using common or personal information, such as names, dates, or hobbies, as passwords. You should also change your passwords periodically and never share them with anyone. Multi-factor authentication is a security feature that requires you to provide an additional verification code or device, such as a phone or a token, after entering your password. This adds an extra layer of protection against phishing, hacking, or stolen credentials.

4 Encrypt and backup your files

The fourth step to secure your files and access controls is to encrypt and backup your files regularly. Encryption is a process that converts your files into a coded form that can only be read by authorized parties who have the decryption key. Encryption protects your files from being accessed or tampered with by unauthorized parties, even if they manage to breach your HRMS or your network. Backup is a process that copies your files to another location, such as a cloud service or an external drive, that can be used to restore your files in case of a disaster, such as a fire, a flood, or a ransomware attack. Backup protects your files from being lost or corrupted due to hardware failure, human error, or malicious attacks.

5 Train and educate your staff

The fifth step to secure your files and access controls is to train and educate your staff on the importance and the best practices of data security. You should provide regular and updated training sessions, workshops, or webinars to your staff on how to use the HRMS safely and securely, how to create and manage strong passwords, how to recognize and avoid phishing or scam emails, how to report and respond to any security incidents, and how to follow the company's data security policies and procedures. You should also communicate and reinforce the expectations and the consequences of data security breaches to your staff, and reward or recognize those who comply or excel in data security.

6 Monitor and audit your HRMS

The sixth and final step to secure your files and access controls is to monitor and audit your HRMS regularly. Monitoring is a process that tracks and records the activities and events that occur in your HRMS, such as logins, logouts, file accesses, file modifications, file transfers, or file deletions. Monitoring helps you to detect and prevent any unauthorized or suspicious access or activity in your HRMS, and to identify and resolve any performance or security issues. Audit is a process that reviews and evaluates the effectiveness and compliance of your HRMS, such as the security features, the permissions, the backups, the encryption, the training, and the policies. Audit helps you to measure and improve your data security standards and practices, and to demonstrate your accountability and transparency to your stakeholders.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?