One of the biggest advances in recent years for busy HR departments is the development of HR software designed to be used on the cloud. Being accessible no matter where an employee happens to be, a huge amount of time and expense is saved when communicating with the home office. However, there are still some security bugs that haven’t been totally ironed out yet.
It is recommended that you take pre-emptive measures to maintain the security and integrity of any data being stored not only on the cloud but on company computers as well. The following advice is provided by XCD HR Limited, creator of HR software that is configurable and modular, leaving you always in control – especially of security.
1. Recognise that Mobile Devices Are Vulnerable
The first point to be aware of is that each and every mobile device is doubly vulnerable to attack from hackers when it leaves the premises. Always use the same high-level security for your mobile devices that you use on your company computers and make sure to keep it updated frequently. You might even set updates to automatic so you needn’t be bothered with running periodic checks.
2. Insist to Know Where Your Data Is Being Stored
Cloud hosting works hand-in-hand with Cloud HR software, but not all storage locations are going to be safe. If you subscribe to Cloud hosting, demand to know where the servers and storage banks are located. This means you really need to ensure that your information never leaves the UK. Many foreign countries have set up Cloud storage servers but those do not have the high levels of security used here at home and your data could be at risk.
3. Carefully Create Difficult Passwords
The longer and more difficult your passwords, the harder they will be to hack. Use a combination of upper case and lower case letters as well as symbols and numerals. Professional security techs always advise using multi-layered passwords. Never create passwords shorter than 8 to 10 characters and they should even be longer than that. It is also highly recommended that you require your people to change their passwords regularly. Some companies require monthly changes whilst others only require twice yearly changes.
4. Compartmentalise Access
Also, you can compartmentalise access in the Cloud. Not all users need the same level of access and even horizontal access can be confined to specific groups or individuals. For example, if your employees log time, travel and expenses on the Cloud with your Cloud based HR software, they should be kept from personnel files, customer files and of course any intellectual property also stored on the Cloud.
5. Utilise Top-of-the-Line Professional Encryption Software
Before doing anything from creating passwords to uploading data to the Cloud, make sure it is encrypted as strongly as possible with professional encryption software. Yes, even encrypted data can be cracked but the better your encryption program, the safer your data will be.
Working in the Cloud has become the norm but unfortunately, security hasn’t quite caught up with technology in many respects. You can secure your data with high-level security and encryption programs but always keep in mind that you get what you pay for. Use the best to get the best if you are going to be working on the Cloud. That’s your biggest takeaway for today.