IceHrm Looking for an HR software for Your Company?
Dilanka Dilanka is a Business Development Manager at IceHrm. You can contact her at dil[at]

How to Keep Your Applicant and Employee Data Safe

  Reading Time:

Do you know what will be the biggest concern for businesses worldwide in 2022? You might think it's supply chain issues or the threat of natural disasters. But while these ranked high in a recent Forbes survey, respondents said their biggest concern was cybersecurity.

That is understandable. Data, particularly personal data from applicants or employees, is under greater scrutiny than ever before, and that brings with it new data protection regulations and new liability risks for companies. According to reports, 93% of corporate networks are vulnerable to cyberattacks.

Let's look at how the data of employees, customers and others in the workplace should be protected.

Apply best practices for data storage

Best practices can change quickly in the world of data security. Data storage methods that were considered safe just a few years ago can be problematic today, and it is important to keep current recommendations in mind. Current practices typically include:

Secure servers: If your business uses any type of cloud storage or server management, the servers should be secured with the latest encryption options. Third-party servers should be managed by a licensed company with solid security practices and data security guarantees.
Encrypted local data: If your company stores employee and applicant data on local hard drives, that data should also be fully encrypted.
VPNs (Virtual Private Networks): While VPNs aren't a solution for every business, they can offer many benefits for companies that haven't yet considered them. A VPN creates a secure tunnel for online activity so that the connection and data used online are encrypted (certain tools and websites can be whitelisted to speed up tasks). This makes it much more difficult to spy on sensitive personal data. Applicant data in particular is often exchanged online and offline when processing applicant pools, so companies that deal frequently with applicants should consider using a VPN.

Antivirus software on business computers: This software is an important support for data security and can help detect malware, block ransomware, and manage online threats, among other things. Look for antivirus software that is well suited for corporate use.
Reliable partners: Many companies rely on third parties to help them hire employees or manage payroll. It's important to choose reliable partners that have updated their own security practices, have no recent data breaches, and have a good reputation among their users.
If in doubt, it is a good idea to arrange a data audit for your company. An experienced third-party auditor or IT specialist can get an overview of your current situation and create a list of priorities. Auditors who are knowledgeable about your industry can also provide valuable information about industry standards and specific requirements for your company.

Create a solid security policy for all employees

One of the biggest vulnerabilities for employee data is employee behavior. If employees do not practice proper data security, their data and the personal information of many others may be at risk. The safety of each employee depends on the type of company and position, but a solid safety policy can always help. Consider covering these important topics:

  1. Personal Device Management: It is common for employees to use their personal devices for work tasks. However, this can put their data and sensitive
  2. company information at risk: personal smartphones and similar devices are often the target of ransomware and malware - just downloading the wrong app or clicking the wrong URL in a text can invite them. Companies should adopt strict policies for managing work tasks on personal devices and avoid putting company data at risk - sometimes referred to as "shadow IT" because it is difficult to track. Some companies may benefit from requiring employees to download security applications to their devices or manage work tasks only through a dedicated portal.
  3. Remote work: More and more remote workplaces are being set up around the world. Similar security precautions should be taken here as when using personal mobile devices. Here, too, using a VPN is a common strategy to ease the flow of private data between work and home.
  4. Strong passwords: Passwords are a part of everyday life, but they must be robust to withstand today's malware. Companies should require employees to use strong passwords of a certain length and combination of characters, and the software should be set to accommodate these restrictions. Companies can also consider implementing an office-wide password manager that can create and collect employees' passwords.
  5. Two-factor authentication: This authentication protocol should be required whenever employees attempt to access company data from a new device. It is an excellent way to prevent data theft.
  6. Bluetooth and Wi-Fi procedures: If employees access work data using their devices over Wi-Fi, they should ensure that the network is secure and avoid using public Wi-Fi for work purposes (unless they have a specific VPN etc. activated). During business trips, employees should turn off the Bluetooth function on their devices when they are not using them.
  7. Manuals and Training: Finally, safety policies such as these should be codified in the employee handbook or related materials, and employees should sign during their training periods that they have read and understood the policies.

If your company wants to improve data security this year, We can help you. Learn more about IceHrm.

Choose Wisely: Your Recruitment Management System

Discover how IceHrm's comprehensive Recruitment Management System simplifies hiring tasks, boosts productivity, and streamlines talent acquisition processes....

A Brief Overview of the Document Lifecycle

The document lifecycle, from creation to destruction, ensures compliance, efficiency, and security. Managing it effectively is key for businesses....

IceHrm   Create your IceHrm, installation today.