Guest post from Factorial: A huge thanks to Factorial for providing us with their insights into the role your HRIS plays in cybersecurity. This is the second in a two-part blog so be sure to read the first installment on the risks of HR management without an HRIS!
With cybercrime becoming a growing problem within the UK, having a secure Human Resources Information System (HRIS) is pivotal in mitigating data breach risks.
Centralising employee data in an HRIS contributes significantly to data protection through several mechanisms:
Access Control and Permissions
HRIS employs role-based access controls (RBAC), ensuring that employees only have access to the data necessary for their specific roles. Access permissions are carefully managed, preventing unauthorised individuals from viewing or modifying sensitive information.
Encryption
HRIS often employs encryption methods to secure data both during transmission and storage. This cryptographic technique ensures that even if unauthorised access occurs, the data remains unreadable and protected.
Secure Storage
Employee data in an HRIS is typically stored in secure, centralised databases or cloud-based systems with robust physical and digital security measures. These storage environments are designed to withstand potential threats like unauthorised access, physical theft, or environmental hazards.
Audit Trails
These systems often incorporate audit trail functionalities, logging all activities related to employee data. This includes who accessed the data, when, and any modifications made.
Audit trails facilitate monitoring and accountability, helping companies detect any suspicious activities.
Data Integrity Checks
HRIS systems implement measures to ensure the accuracy and consistency of stored data. This includes validation rules and data integrity checks to identify and rectify any discrepancies or errors.
Regular Backups
These platforms typically include regular backup procedures, ensuring that even in the event of system failure or data loss, a recent and accurate copy of the information is available for recovery.
Compliance with GDPR
HRIS systems are designed with data protection regulations in mind. GDPR compliance (or other regional data protection standards) is a fundamental aspect of their development. Plus, the centralised nature of HRIS allows for easier monitoring and implementation of compliance measures.
Speaking on the topic, Factorial’s own Legal Counsel, Xavier Julve, said: “Following all data protection regulations, a good HRIS will make their system robust against cybersecurity issues and, therefore, data protection issues.
A proper GDPR HRIS should have led previous risk assessments of the different features of their platform to prevent cybersecurity incidents. Also, frequent privacy and security audits should be undertaken in order to detect any potential security risk.
In case a GDPR-compliant HRIS suffers a cybersecurity incident (exceptions apart), all the measures already implemented would prevent further damages to the confidentiality, integrity and availability of the system itself - as well as the rights and freedoms of the data subjects. Plus, proper GDPR internal procedures from the HRIS company would also help to determine a fast response to the incident and to implement new protection measures that prevent further similar incidents.”
User Authentication
HR software employs robust user authentication mechanisms, such as secure login credentials and multi-factor authentication, adding an extra layer of security to verify the identity of individuals accessing the system.
Employee Self-Service Controls
HRIS often includes self-service portals for employees, allowing them to manage certain aspects of their information. This not only empowers employees but also reduces the potential for manual errors that occur when input must go through those in admin roles.
Centralising and Protecting Data with Factorial
Factorial is an all-in-one, cloud-based HR solution that values compliance and data integrity. Our digital platform centralises employee information and documents in a safe, encrypted portal to ensure your company maintains GDPR compliance and avoids costly breaches.
Factorial complies with the Data Protection Act and GDPR, meaning we cover our clients on 3 levels: privacy policy, data access, and information processing. By having a UK Data Protection Officer, we can ensure that the data of our users stays protected and up to date with the latest regulations so you can collect and process sensitive information with confidence.
We further ensure data security through:
- SSO Sign-on Credentials: The SSO system allows users to securely access multiple applications using a single authentication.
- Data Encryption: All information and data are encrypted (AES-256).
- Firewall Protection & Diagnostics: All risky connections are blocked thanks to the firewall. On top of that, we perform diagnostics to keep your data secure.
- Permissions System: Assign user roles and permissions on each workflow or document for complete role-based access control and security.
- Employee Self-Service: Give your employees access to key documentation and allow them to input personal information themselves for increased accuracy.
Learn more about our commitment to data protection here, or book a free demo to speak to one of our experts about implementing an HRIS at your company.
About Factorial
A 360° platform focused on people, Factorial offers an all-in-one digital workforce management solution for small-to-medium-sized businesses (SMBs), helping them streamline their HR systems, tools, and processes in one place.
For more information, visit: https://factorialhr.co.uk
