Data security has become a pressing concern for businesses in every industry. For HR teams, the stakes are incredibly high, as they handle sensitive information such as salaries, tax details, and personal information about job applicants and employees. A data breach can lead to fines, reputational damage, and loss of trust, making it crucial to prioritise data protection. Here are eight practical strategies your company can adopt to safeguard applicant and employee data effectively.
1. Develop Formal Policies and Procedures
Creating and enforcing formal data security policies is the first step toward securing sensitive information. These guidelines should outline best practices for handling data, such as who has access, how data is stored, and how breaches should be managed. Clear policies provide a framework for employees to follow, ensuring consistency in data protection across your organisation.
2. Embrace Strong Password Practices
Encourage employees to use unique, complex passwords that include numbers, special characters, and a mix of upper- and lower-case letters and a minimum of 10 characters. For added security, implement two-factor authentication or utilise biometric technologies such as fingerprint or facial recognition, which are increasingly available on modern devices.
3. Store Passwords Securely
Avoid storing passwords in visible locations, such as written post-it notes or unsecured notepad files. Instead, consider using password storage programs that encrypt login credentials and make them easily accessible to authorised personnel.
4. Keep Software Up to Date
Regular updates address potential vulnerabilities and improve overall security. Relying on employees to maintain their own updates can be risky; instead, entrust this task to IT professionals who can ensure all systems are running the latest versions.
5. Educate Your Employees
Employees should recognise suspicious activity, such as phishing attempts, and know how to report these incidents promptly. Ongoing education prioritises data security and helps build a culture of vigilance.
6. Conduct Regular Audits
Periodic audits help identify vulnerabilities and assess the effectiveness of your current security measures. These reviews allow you to address potential risks before they become significant issues. Regular evaluations also demonstrate your organisation’s commitment to maintaining high data security standards.
7. Choose Between Cloud-Based and Local Storage
Regarding security, both cloud-based and local storage systems have their advantages. Cloud-based systems are generally more secure, as they are less susceptible to physical theft or damage and allow for seamless tracking of changes to files. Local storage, while offering more control, requires meticulous physical maintenance and security protocols. You will need to evaluate your organisation’s specific requirements to choose the option that best aligns with your security and operational priorities.
8. Stay Compliant with the Australian Privacy Act
The Australian Privacy Act 1988 governs the handling of personal information, setting rules for how data is collected, used, and stored. HR teams operating in Australia must stay informed about ongoing updates to this legislation, as they may impact data management practices. Ensuring compliance with these regulations is a legal obligation and a way to reinforce trust with employees and job applicants.
Plan for Future Challenges
Data security is an ongoing process that requires forward-thinking strategies and adaptability. Staying informed about the latest security practices and regulatory changes ensures your organisation can build a resilient system that safeguards sensitive information and instill confidence in both your employees and job applicants.
