Defending Data: How HR Can Safeguard Against Cyber Threats

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I’ve seen numerous cyber threats in my career. And one of the most critical aspects of securing any organization is safeguarding its data. While most companies have an IT department responsible for ensuring their data is secure, there’s another department that needs to be cautious of cyber threats – HR.

People are a company’s greatest asset, but they can also be its weakest link. Today, cybercriminals are continually innovating new tactics to break into an organization’s network and data. And it’s not just about stealing data anymore; cybercriminals are after ransom, intellectual property, and customer information too.

As an HR professional, you’re responsible for managing employee information, which makes you an attractive target for cybercriminals. From personal and financial details to confidential business information, there’s a lot on the line when it comes to data protection. So how can HR safeguard against cyber threats?

How can HR protect data?

HR departments store a wealth of sensitive information, including employee personal information, salary and benefits details, and performance evaluations. To ensure the security of this data, HR must take proactive steps to protect it. Here are a few ways HR can protect data:

  • Start with a data inventory: HR should conduct a thorough review of all the data they collect, store, and share. This will help identify areas that require stronger security measures and provide a foundation for security policies and protocols.
  • Train staff about common threats: Human error is a leading cause of data breaches, so HR should train staff about common threats, including phishing attacks, malware, and social engineering scams.
  • Clarify which laws apply to you: HR should be familiar with all the data protection laws that apply to their organization. This includes state and federal laws, such as HIPAA and GDPR, as well as industry-specific regulations.
  • Adopt more-secure HR technology: HR teams should consider using more secure platforms for storing and sharing data. This may include cloud-based solutions with strong encryption and access controls, or HR-specific software with built-in security features.
  • By implementing these steps, HR can better protect both their employees and their organization from the devastating effects of data breaches.


    ???? Pro Tips:

    1. Stay informed about data privacy laws and regulations to ensure compliance and avoid fines. Implement best practices such as data encryption, regular backups and updates, access controls, and user authentication protocols to keep sensitive information secure.

    2. Conduct background checks on employees, contractors, and vendors who will have access to sensitive data. Ensure they have a good reputation, and implement proper employee onboarding and offboarding processes to control access.

    3. Create security policies and procedures for handling sensitive data, including regular training for HR staff. Ensure employees know how to securely handle, store, and transmit sensitive data, and have a process in place for responding to data breaches and incidents.

    4. Use secure HR technology solutions that include robust security measures. Make sure all systems are up to date, patched, and have proper authentication controls, and have a disaster recovery plan in place.

    5. Have a data protection and retention policy, and only retain data for the necessary time. Be sure to securely destroy any data that is no longer needed and use proper disposal methods such as shredding, purging, or wiping.

    How Can HR Protect Data?

    The security of customer and organizational data is of utmost importance in today’s world. To ensure data protection, companies must develop a strategy that covers all aspects of data management. This includes conducting a comprehensive data inventory, training employees on common data threats, understanding applicable data protection laws, implementing secure HR technologies, monitoring employee access to sensitive data, performing regular data audits and risk assessments, as well as developing and testing an incident response plan.

    Conduct a Comprehensive Data Inventory

    The first step in protecting data is to conduct a comprehensive data inventory. HR leaders need to determine what customer and organizational data they have and where it is stored. This inventory should include all employee records, compensation and benefits information, performance evaluations, recruitment data, and personal identifiable information (PII) such as social security numbers, credit card information, and health records.

    Once the data inventory is complete, HR can identify potential data vulnerabilities and develop a plan to protect against data breaches. It is important to note that data protection does not simply rely on technology solutions; it relies on the people responsible for the data as well.

    Train Employees on Common Data Threats

    Human error is one of the most common causes of data breaches. Therefore, it is vital for HR to train employees on common data threats. This training should cover password protection, phishing scams, social engineering, and other common methods used by hackers to steal data.

    Employees must be reminded to never share passwords or open suspicious emails even if they seem legitimate. HR can make use of training videos, seminars, and newsletters to help increase awareness and reduce the risk of data breaches.

    Understand Applicable Data Protection Laws

    HR leaders must also be knowledgeable about the laws and regulations that apply to their organization. In the United States, this includes the Health Insurance Portability and Accountability Act (HIPAA), the Family and Medical Leave Act (FMLA), and the Fair Credit Reporting Act (FCRA), among others.

    HR should develop policies and procedures to ensure compliance with these laws and regulations. Additionally, HR should review and update their policies periodically to match the changing legal landscape.

    Implement Secure HR Technologies

    The use of secure HR technologies can help to protect employee and organizational data. This includes software that provides secure storage and access to company assets, encrypted communication tools, and HR management software that includes data backups, firewalls, and access control measures.

    To ensure that these technologies are being utilized effectively, HR should appoint a dedicated IT professional to oversee their use. This person should be held accountable for ensuring that HR technology solutions remain up-to-date, secure, and reliable.

    Monitor Employee Access to Sensitive Data

    Not all employees need access to every piece of data within an organization. As such, HR should limit access to sensitive data to only those employees who require it to perform their job functions.

    HR leaders should implement policies and procedures that outline who has access to sensitive data, how access is granted, and how access is monitored. This will help to minimize the risk of data breaches caused by internal personnel.

    Perform Regular Data Audits and Risk Assessments

    Regular audits and risk assessments can help HR leaders to identify potential vulnerabilities in their data protection strategy. This includes assessing the effectiveness of staff training, evaluating the security of technology solutions, and reviewing data protection policies.

    HR can conduct these audits and assessments internally or employ third-party professionals to perform this task. Of course, the frequency of these reviews depends on the size of the organization and the level of risk involved.

    Develop and Test an Incident Response Plan

    Despite the best efforts, data breaches can still occur. Once HR has developed policies and procedures for data protection, they should also develop an incident response plan. This plan should include the steps that HR will take to mitigate the impact of any data breach and to prevent future incidents.

    It is important to regularly test and update the incident response plan. This will ensure that HR and IT professionals are aware of their respective roles and responses in the event of a data breach.

    In conclusion, data protection is an ongoing process that requires a combination of technology, training, and effective policies and procedures. HR leaders must be proactive in protecting sensitive data and should ensure that their strategy evolves with changing technologies and regulations.