Strengthening HR Data Security:

Strengthening HR Data Security: Protecting Applicant and Employee Data in the Digital Age

Fazil Farook 

Introduction:

HR professionals' top priority these days are protecting applicant and employee data because of the exponential increase in data value in the digital age. It is not only about following the law; it is also a moral need and a foundation for establishing confidence.

                                           Figure 1:Data Security and Data Protection

In the era of technology safeguarding and preserving information, within human resource databases is of utmost importance. Human resources departments are responsible for managing a range of data, including addresses, banking information, health records, and performance assessments. Given the cyber threats and increasingly strict regulations prioritizing data security is not only a matter of compliance but also crucial, for maintaining trust. In this exploration, delve deeper into the importance of securing HR data. Discuss methods to achieve this goal (Maharaj, 2020).

It was Henry Ford who said, “Coming together is the beginning. Keeping together is progress. Working together is a success (Gareth Moss, n.d.)." This spirit is embodied by HR, which is essential to talent management, employee retention, and the s success of the firm. However, HR's duty goes beyond the human factor of cyber dangers and weaknesses. It also carries with it the vital duty of protecting the priceless data it manages.

We will look at the crucial area of data security in HR in this blog. The protection of applicant and employee data is the main priority.

The Importance of Data Security in HR:

            Figure 2 Important to own data

There are various reasons why corporations should own their HR data.

• Data Privacy

Businesses must protect employee data and owning your HR data provides control over its collection, storage, and use. In smaller businesses, this responsibility often falls on the business owner, office manager, or senior team member.

• Data Accuracy

HR data is crucial for informed workforce decisions. Ownership empowers you to maintain accuracy, update as needed, and establish error-correction processes.

• Data Security

HR data is sensitive and at risk of security breaches. Ownership enables tailored security measures to safeguard this information (Gareth Moss, n.d.) Access PeopleHR.

• Compliance

HR specialists are essential to an organization's success, advancement, and unity. However, protecting the security of the data they oversee becomes just as important in context with the constantly expanding cyber threats. HR teams handle extremely sensitive applicant and employee data, which includes an extensive amount of private information that needs to be secured to preserve confidence and prevent possible harm. HR professionals demonstrate their dedication to safeguarding individuals' privacy and confidentiality throughout the job lifecycle by placing a high priority on data security.

• Business Continuity:

In the context of HR data security, HR business continuity refers to the plans, procedures, and safeguards in place to guarantee the privacy, accessibility, and security of HR data even in the event of unforeseen disruptions. A variety of events can cause disruptions, such as cyberattacks, natural catastrophes, system malfunctions, or human mistakes.

Fortifying the HR Data Fortress:

HR professionals are already knowledgeable about all the sensitive information organizations hold on their employees, such as salary history, performance reviews, benefits plans – the list goes on and on. However, this level of transparency makes HR professionals a potential target for criminal hackers (Hamilton, 2021).

To enhance data security within HR, several practical steps can be implemented. (Linkedin, 2023)

1. Implementing Access Controls.

2. Encrypting Data:

3. Regularly Updating and Patching Software.

4. Employee Training and Awareness

5. Data Retention and Deletion Policies

Conclusion:

In an era where data breaches and privacy concerns are widespread, protecting applicant and employee data has become a paramount responsibility for HR professionals. By prioritizing data security, HR teams demonstrate their commitment to maintaining confidentiality, complying with legal obligations, and building trust with applicants and employees. By implementing access controls, encrypting data, staying up to date with software patches, providing employee training, and adopting data retention policies, HR professionals can fortify their HR data fortress and effectively protect sensitive information. By doing so, HR departments can contribute to a secure and trustworthy organizational environment in the digital age.

References

1. F., n.d. The Importance of Data Security. PeopleHR. Available at: https://www.peoplehr.com/en-gb/resources/blog/5-ways-peoplehr-ensures-hr-software-security/ (20 October 2023).

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3. Moss, G., n.d. 5 Ways PeopleHR Ensures HR Data Security. PeopleHR. Available at: https://www.peoplehr.com/en-gb/resources/blog/5-ways-peoplehr-ensures-hr-software-security/ (20 October 2023).

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5. Hamilton, J., 2021. How HR departments can be proactive about data security. IT Governance USA. Available at: https://www.itgovernanceusa.com/blog/how-hr-departments-can-be-proactive-about-data-security (22 October 2023).

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7. Linkedin, 2023. LinkedIn Community - HR Management. Available at: https://www.linkedin.com/advice/0/how-do-you-secure-your-hr-data-skills-human-resources (22 October 2023).

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9. Maharaj, R., 2020. EquiGov Institute. Available at: https://equigov.com/data-security-and-data-protection-distinct-yet-critical-for-digital-transformation/ (22 October 2023).

Figure 1: Data Security and Data Protection

Figure 2 Important to own data