Ways to Implement HR Document Security
Businesses all over the world struggle with the difficulty of HR data security, particularly if they manage various document repositories. The volume of documents that businesses produce each year rises significantly. As a result, managing access and authorization is considerably simpler when there is a clear, well-defined document security plan in place. Security of HR documents is crucial for companies to safeguard critical information. Organizations must make sure that only authorized individuals have access to the documents to lessen or prevent any data breaches or misuse. Generally, it is protected by limiting who has viewed, edited, distributed, or printed to the documents as well as utilizing document security features.
Long-term success depends on a business’s ability to protect and manage HR information and ensure documents are shielded from unauthorized access through being properly secured. However, in a paper-based system, it is not easy to implement and constantly maintain adequate document security. With the acceleration of digital transformation, companies can take advantage of technological solutions that can manage the security for them.
Types of Document Security
HR document security is only a small part of overall security efforts, but fortunately, there are tools and technologies that can help. The following is just a few methods that offer different levels of security and for a company to ensure robust protection, organizations will need to implement many of these measures.
1. File Encryption
While it is being transferred, data is exposed. As it moves across the network, where it is not directly under the user’s control, it can be intercepted and compromised. So, having a document management system (DMS), whether in the cloud or on-premises, can offer encryption through AES and RSA methods (which are algorithms for data encryption). Encryption is applied so that no one can view these files unless they have the proper access. And digital files can often be protected so that they are only accessible within specific systems. As a result, access and readability are restricted to authorized personnel only. File encryption has specific attributes that are intended to make them more challenging to forge, edit, or otherwise tamper with. Data should be encrypted while in transit, so it unauthorized users come into contact with the data, encryption will render it illegible.
2. Document Security Features
Watermarking and password protection are commonly used security features; however, watermarking does not deter misuse. With password-protection, if the document falls into the wrong hands with the right skills to crack the password, information can be compromised. These are typically first-level defenses, but they are not fail-safe. PDFs can offer a better level of protection with encryption that requires a certificate or password, and digital signatures can be applied.
3. Well-defined Access Control
Administrators can control access to digital documents in most document management systems, both at the folder and document levels. Users are grouped according to roles that are given certain security rights and permissions to a folder or document. This restricts users without defined access control from activities such as viewing, changing, printing, or emailing the file. A document system makes it easier to manage and recall access privileges even as the number of users increase.
4. Document Retention Policies
Having a records retention policy ensures the proper procedures are in place to preserve important data for a predetermined period that adheres to compliance regulations. It applies to both physical and digital records, including written documents, spreadsheets, scanned documents, and videos. The data is only accessible when it is required, and it is easier to control which departments or personnel have access to the files. Many businesses still archive their records by packing them away in a back room. It is simpler to access and secure physical and digital data by determining how they are managed. A digital built-in records retention policy can be invaluable to HR as it automatically manages the archiving and required destruction of sensitive documents.
5. Document Audit Trails
When implemented in a network system or document management solution, audit trails can help with comprehensive monitoring to record all activities done on any file. This gives HR a transparent view of who accesses files and when, as well as the modifications were made during each access. While audit trails keep a record of file activity, it is not necessarily a preventative measure. But audit trails are important to help find security violations and track unauthorized document changes.
When is data at its most vulnerable?
Unprotected data, whether in transit or while stored (‘at rest’), leaves enterprises vulnerable to attack, but there are effective security measures that offer robust data protection across endpoints and networks to protect data in both states. In addition to applying document security methods, it is important to implement robust network security controls to help protect data in transit. Network security solutions that manage access control and firewalls secure the networks over which the files are transmitted.
The inherent risk depends mostly on how sensitive and important your data is and depending on which state is easiest to breach. Attackers may try to obtain valuable data whether it is in transit, at rest, or actively being used. While both states may have slightly different risk profiles, taking preventative measures is the safest and best strategy to safeguard your most sensitive data in any state.
KRIS HR Document Management System is an enterprise platform solution geared towards securing HR’s digital assets throughout the lifecycle of every file and document. Robust practices for document security are critical for all businesses regardless of size. Without it, rivals may obtain sensitive information on employee data such as performance reports and salary information, or hackers may obtain it for nefarious reasons. It is imperative that HR data security sits as a top priority. Implementing a solution that offers multiple data protection and security features is something companies today cannot do without.
Find out how a HR Document Management System can simplify your everyday HR processes.