Things to Consider

When you are making the decision to move to an HRMS for your organization, there are two key areas that you need to analyze in order to ensure the security of your employees’ data. A secure HRMS should possess industry-standard data security controls for both the application and the hosted environment as cyber-threats could affect either of these areas. 

In terms of the application, it is important to make sure that the HRMS has a strong authentication mechanism for users in order to avoid security breaches by unauthorized individuals. Further, the application should also provide the ability to restrict different users from accessing different sections of the HRMS based on the employee role, location, etc. to reduce the risk of sensitive data being visible to irrelevant parties. 

On the other hand, the environment which hosts your application and stores all the data should also be secured with the latest security controls. These controls include regular vulnerability upgrades, physical security for servers, environmental controls, access controls, data back-ups, etc. Additionally, you can also look for compliance certificates for data possession and management such as the ISO 27001 certification which is accepted globally to deliver secure systems. 

Generally, when purchasing an HRMS, you have the option to either host the software in the IT servers of your organization or the cloud of the software provider. This decision is based on whether your organization has the IT infrastructure and the support services to maintain the software internally. Chances are, most large-scale organizations will have the resources to do so while many SMEs would prefer to host on the cloud due to the unavailability of resources. Further, the software companies will also provide the data security as a part of the package without the need to invest separately in data security if you decide to host it on-premise.

Regardless of where it is hosted, both environments should be secure to avoid unwanted trouble. If it’s the internal servers, the IT department needs to be able to accept responsibility for the security measures in place and if it’s the cloud, the software provider needs to ensure it’s secured with the latest security measures.   

However, our focus is going to be on cloud hosting since it is most likely that you have a strong IT department that can advise and assist you if you opt to host it internally. 

Why OrangeHRM?

OrangeHRM’s specialty lies in providing HR solutions that are best suited for your organization’s needs. Hence, OrangeHRM works with Rackspace, one of the leading cloud service providers in the world to host customer applications. The Rackspace secure multi-cloud and hybrid solutions help meet changing technology expectations, adopt emerging technologies, and respond to tightening compliance and security mandates. Their solutions provide compliant IT as a Service, on the latest technologies, across applications, data, security, and infrastructure tailored to the needs of the customer.

In addition to that, Rackspace holds the ISO 27001 certification, SSAE 16 and ISAE 3402 certifications, and the PCI DSS compliance certification which are globally accepted industry standards for data security. 

On top of that, OrangeHRM itself is in compliance with the ISO 27001 certification, General Data Protection Regulation of the European Parliament and is also an ICO registered vendor according to the U.K. Data Protection Act of 1998. In addition to that, OrangeHRM maintains multiple security policies such as server vulnerability assessments, managed data backups, and database access controls to ensure the privacy of your data. Lastly, in terms of the application, OrangeHRM maintains industry-recognized communication security standards and multiple password protection mechanisms while also providing role/location-based access levels to employees in order to keep your data secure. 

All in all, the bottom line is that most of us in HR are not tech junkies like IT Managers. But, it’s important to know what happens in the background when you are moving from spreadsheets to an HRMS digitizing your HR department. To find out more about the OrangeHRM Data Security, read our Data Security Promise here.

If you would like to go ahead and look into more of the features offered by OrangeHRM for efficient HR management, sign up for a FREE demo here.