The acceleration that the Covid-19 pandemic has given to smart working is convincing many companies that it is necessary to provide a personnel management tool on a digital platform, even when the number of employees is limited and controls seemingly simpler. The transition is cultural, so the first question is whether to choose a program installed within the company, on the administration computer or intranet, or a cloud-based platform. The issue of data security also plays a significant role in the decision. Is it better to manage the documents and data of staff internally, with all the resulting responsibilities, such as the need to organize their storage and backup, or to entrust this delicate task to the outside?
Data management and security: the risks of DIY
The instinct would seem to lean towards the first option. Nothing goes outside, there is a total control of the data, at most a service contract is made with the producer of the chosen program. But the risks in reality can be very high. An example taken from a real case.
Electronic register in a high school. There is not yet the obligation to introduce it in the daily activity: a Scientific High School starts with the experimentation of a platform installed on its intranet. The secretary enters the data, the teachers start using the system. After a couple of years, the manufacturer puts a platform on the market in the cloud, abandoning the old one. The school did not bother to save their data regularly, many are lost. A big problem.
Other difficulties that might occur when managing security on your own? A few examples: data storage hardware that suddenly doesn’t work anymore, attacks on cyber security that make systems go haywire, unintentional deletions of data…and, why not, fires or catastrophic natural events, such as floods or earthquakes.
Cybersecurity and cloud systems
The choice of cloud is actually more secure: the platform must offer by contract not only personalized data backup (every week, every day, every hour), but also effective security systems, according to the rules of so-called cyber security. For example, it must ensure that users change their passwords with a set interval, accept passwords only with certain requirements (letters, numbers, special characters) and completely different from the previous ones. And it must have a redirection control, that is, if the wifi company network uses dynamic IP addresses, every time one of them changes the user must be asked to login again. It seems an unnecessary nuisance, but it is a guarantee: the redirection could be caused by an attempt of hackers to enter the site.
HR-Assistant platform and data security
The above is exactly what the HR-Assistant platform ensures (read more: click here), taking care of all the customer’s security issues. A proof? One more example taken from a real case.
Probationary personnel office employee with a high level of authorization to operate on data. For some reason, he receives notice that his contract will not be renewed. He gets angry, he can’t contain himself: without thinking about the consequences, even personal, of his actions he deletes a good number of accounts, starting from the HR one, plus several documents already uploaded related to colleagues’ business trips. Small consolation for him, a disaster for HR and the company.
What happened next? No problem. In the HR-Assistant platform the data and documents cannot really be deleted by a user, the deletion is only virtual. The assistance can therefore in a very short time restore everything that seemed to have disappeared, returning the data to a time before the deletion, without losing any of the data entered afterwards.
In short, the platform provides a multi-layered security standard, and can effectively and quickly restore lost data and documents.
One less problem for companies…