Answer to Question #237390 in Management for nat

Question

Why is it important for security and privacy to be considered as one of the important factors, in

the design, development and maintenance of an HRIS?

Answer 1

The main objective of information security is to provide integrity to the company data, protect confidential information and to ensure that data is available whenever it is needed. HRIS consists of three main components namely software, hardware, and communication systems. All these components must be protected at all cost

Due to the number of policy the organization is governed by for example The Protection of Personal Information Act(POPI Act), It’s important for security and privacy to considered as one of the important factors, in the design, development and maintenance of an HRIS because t

he human resources department within any organization is considered to be highly critical for the

entire organization as employee data is very crucial.

The main objective of information security is to provide integrity to the company data, protect

confidential information and to ensure that data is available whenever it is needed.

An HRIS protects employees' privacy while ensuring that the data is accurate, and the

information remains accessible to authorized parties. When developing the system, ensure

that it requires usernames and passwords for access and that it keeps logs of access requests

to record who has been viewing files.

HRIS vendors should be happy to explain more about what steps are taken to protect information and a little online research will help to make sure their measures are adequate. Most employers and HR professionals have absolutely no idea what safeguards are in place on their HRIS, nor what safeguards should be in place. Becoming knowledgeable about these issues is the first step to becoming more cyber secure.

Most cyber hacks are pulled off not because of system weakness, but because of human folly. Phishing schemes target employees and managers, tricking them into giving up usernames, passwords, and other sensitive information. By spreading awareness throughout the company of these types of schemes, suspicious pop-ups, emails, and phone calls may be flagged and shut down before harm can be done.

Even if every employee can only access certain information with their code or card, these access restrictions are ineffective if managers and employees are sharing codes and cards. It is important to make sure that managers and employees know what the stakes are if they share this information. Create disciplinary policies that highlight the possible consequences of sharing access to discourage employees from doing so.

One of the most common causes of internal security breaches is lax internal security protocols. If managers hand out passwords that allow employees to perform certain activities (especially late clock-ins and early clock-outs), it undermines the effectiveness of passwords as a security measure.

To mitigate this issue, employees and managers should be trained to understand the reasons behind security measures as part of implementation training. They should also be held accountable for non-compliance with procedures.

HR managers, IT professionals, and front line managers should all undergo some type of security training. These individuals all have access to sensitive employee data, so it’s critical to make sure they understand the importance of keeping this data secure. Vendor representatives may be helpful when it comes to teaching employees the best ways to use the features of an HRIS to improve security.