HR Software Security: How to Ensure Advanced HR Security

Why is HRIS security important? 

Large organisations are facing an ever-growing number of cyber security threats. Cybercriminals are constantly refining their tactics and tricks to infiltrate HR systems. These tactics include: 

• Employing social engineering to manipulate employees into revealing sensitive information 
• Deploying ransomware to hold HRIS systems hostage for hefty ransoms 
• Exploiting unknown security flaws (zero-day exploits) to gain unauthorised access to data. 

7 ways to ensure HR security 

1. Secure servers and hosting 

The security of your server infrastructure and hosting environment is vital. Employee data is sensitive, and any breach can have disastrous consequences. That's why selecting a reputable cloud hosting provider is crucial.   

Cloud-based servers offer a winning combination of enhanced security (industry standards and robust measures), effortless scalability (pay-as-you-go resources), reliable disaster recovery (geographically distributed backups), cost-effectiveness (reduced hardware and IT needs), and improved accessibility (remote work and collaboration). 

Choose a reputable provider that adheres to industry compliance standards. Ensure they have strong disaster recovery capabilities, should things go wrong. This provides a vital first line of defence against cyber threats. 

2. Data encryption

Data encryption transforms sensitive information into an unreadable code. This renders it useless to anyone without the decryption key. Encryption also keeps data safe when stored on servers and traveling across networks. This reduces the risk of compromise even if a breach occurs.  

Consider data anonymisation techniques to remove personally identifiable information from datasets. This makes it impossible to link the data back to specific individuals. Whilst this offers a high level of privacy, it can impact data usability. 

3. Access controls  

User access controls are a great way to ensure security. This gives users access to the minimum level required to perform their job well. This reduces the risk of unauthorised access to sensitive data. 

For example, HR managers need access to employee performance reviews, but payroll specialists do not. 

4. Multi-factor authentication 

Traditional passwords alone are no longer enough to secure sensitive HR data. Enforcing Multi-Factor Authentication (MFA) across all accounts adds an extra layer of security.   

MFA requires users to provide a second verification factor. This can be a one-time code from a mobile app or a security key, as well as their password. This increases the difficulty for cybercriminals to gain unauthorised access. So, even if a hacker can steal a user's password, they will be unable to bypass the MFA. 

5. Continuous security monitoring 

Ongoing security assessments identify weaknesses and potential vulnerabilities in your system. Implementing vulnerability management programs helps to: 

• Simulate real-world cyber attacks 
• Prioritise and addresses any issues, patching security holes  
• Expose areas where your defense needs strengthening  
• Keep your system up to date. 

6. Strong vendor selection

Selecting the right HRIS vendor is crucial for robust data security. You shouldn't settle for anything less than comprehensive security features.  

Focus on those that offer strong encryption standards and access controls. Ask them about their testing procedures and security compliance certifications like SOC 2. This shows their commitment to robust data security practices and safeguarding employee data.

7. Employee security awareness training 

Educating your employees is imperative when it comes to cyber security. Invest in comprehensive security awareness training programs for all staff. These programs should be high-quality and engaging, created in collaboration with cybersecurity experts.  

Regularly updating content to reflect the ever-evolving landscape of cyber threat, provides employees with the knowledge and skills to recognise and resist these attacks. 

HRIS Security and AI 

As HR software embraces Artificial Intelligence (AI), new security considerations emerge. 

One major concern comes from using "open" AI, where data is freely accessible. This means sensitive employee information and company IP could be leaked. To mitigate this, you should look for vendors that offer private versions of AI. Functioning similarly to open AI, these models operate within a secure, closed environment. This prevents information from bleeding into unsecured systems. 

Another security measure is access controls. This means the vendor's AI system should have clear roles and permission structures. This ensures that only authorized personnel can access sensitive employee data. 

AI algorithms are often complex and unclear. This can leave employees feeling confused over how their data is being handled. To mitigate these risks, you must be transparent. Provide clear communication on the use of AI in HR systems to employees. This will help them understand the use of AI within the HR process. It will also provide clarity on how their personal data influences decision making. 

At Access, we ensure all data used within our HR Systems is secure and private. This means that data is never used within any other open AI systems. Our system also maintains all user permissions and controls, so employees can’t see what they shouldn’t have access to. 

HR software security: The takeaway

Prioritising HR software security is no longer optional for large organisations. It's paramount to safeguard sensitive employee data and ensure regulatory compliance. Failure to do so can result in hefty fines, reputational damage, and even lawsuits.  

Leadership teams in large organisations have a responsibility to protect their employees' data. Don't wait for a breach to occur. Choose a strong vendor.