O advancement of technology it brought great changes to the corporate scenario, including for the Human Resources sector. The use of digital mechanisms automated several operations, improving operational efficiency and reducing costs.
However, this intelligence has been used not only to help potentiate the productivity, but also for to harm. With this, new risks of attacks, leaks of sensitive information and instabilities arise. Hence, the importance of analyzing what can be done to guarantee the safeguarding of these data.
The main preventive measures to optimize the HR information security they are:
- create a plan of conduct;
- create confidentiality contracts;
- conduct internal training;
- integrate the HR and IT sectors;
- adopt information centralizing software.
Reinforcing the security of company information is an essential procedure. Check out below how these tips can enhance information security in HR of your company!
Why is this HR’s responsibility?
The HR sector is responsible for acquiring, organizing and storing the personal data of all employees, as well as the organization’s information.
Personnel data is extremely strategic as it relates to the workforce. For this reason, HR is one of the main responsible for the data security.
In addition, the sector has the function of managing people, and the handling and control of digital security resources are done, precisely, by employees. Both in the process of adopting a new technology and in educating employees, HR action is essential.
However, it is not the exclusive responsibility! HR must work in partnership with the Information Technology (IT) sector to align data security procedures. Thus, the sectors must keep the antivirus always up to date, the firewall (software that blocks remote access to company computers) active, among others.
What is the importance of information security in HR?
Every organization has a variety of sensitive information that involves its strategic planning and financial transactions. Negotiations in progress, contract values, production formulas, benefits offered to talents, among others, are data that must be kept safe.
To avoid any kind of headache, it is essential to have a well-structured information and security policy in HR and IT. After all, using powerful software to protect data is just as important as using it to optimize the operational.
How do the legal aspects of data leakage work?
The Federal Constitution guarantees the fundamental rights of intimacy, freedom and privacy of any natural person, as well as the ownership of their personal data.
In this way, anyone who has their data used improperly, who suffers moral damages (individual or collective), may require redress. Indemnity, through civil liability (articles 189 and 927 of the Civil Code), is assured.
In addition, the new General Law on Protection of Personal Data or LGPD (Law 13,709 / 18) specifies the right to indemnity in cases of losses arising from the information leak.
For the investigated companies, the LGPD provides for penalties ranging from warnings to fines of up to 2% of revenues, which may reach R $ 50 million.
LGPD encompasses more than data protection, but also the use of technologies with high social impact, such as Artificial Intelligence, Blockchain, robotization, among others.
What are the tips to optimize information security in HR?
The best way to protect yourself is by investing in internal digital security policies to minimize the resulting risks, which can be managed by the HR sector and mapped by an IT department.
Check out some tips for joint actions that will optimize information security in HR:
First of all, it is necessary to create a plan of conduct to ensure the information security of the company.
The safe storage and sharing of data must be done, following specific rules. It is essential that everything is done in a registered way to ensure that no adversity affects the informational stability of the company.
In addition, permission to access certain types of documents should also be assessed.
Among policies and actions, adopting confidentiality contracts is an essential preventive measure. Before worrying about possible attacks from outside your company, you need to rely on the trust and professional ethics of your employees.
A trust contract makes this confidentiality agreement more secure and, above all, legal. Employees are legally aware that breach of any term of the contract can lead to penalties.
The realization of internal training to make employees aware of the importance of the HR information security system, as well as operational handling is a differential care.
Your workforce will be able to conduct productive and productive risk processes financial, such as the backup of documents and systems, access control to data, safely and efficiently.
Unfortunately, with malicious intent or carelessness, employees are still the number one cause of data breach. Therefore, carry out trainings custom must be carried out with some frequency.
Integration of the HR and IT sectors
Companies of all types, segments and sizes are susceptible to security breaches, so it is important to take proactive measures in compliance.
The HR and IT sectors must be aware of this need and work in partnership to create an armored barrier to protect the company’s internal systems.
IT develops effective compliance programs to maintain the security of information in HR, and the latter must be attentive to the fulfillment of the conduct plan. The violation, attack, instability or leakage of any data must be properly punished.
Information centralizing software
Another differential measure to maintain HR information security is the adoption of management software, which centralize the information.
HR management software, such as HR Consultant UK, allow employees’ personal data to be filed in a single access platform, and better, in the cloud, digitized and in good quality.
Thus, there is no need for a physical space to store documents and even if the equipment is damaged, the data will be safe on the server. online. In addition, the risk of loss and damage of documents, as in the case of paper, is eliminated. The material is preserved with quality and legibility.
With personnel documents centralized in the tool, the flow of access and modifications to all of them is monitored in real time by the HR team itself.
It is essential that companies become aware of the need to invest in mechanisms of HR information security, and protect themselves against the risks of digital attacks, which can bring immeasurable damage. A preventive policy can be decisive for the success of your business.
Has your company experienced this problem? How did they solve it? Tell us here in the comments!