Home - Data Security Best Practices in Global Payroll
today’s advancing interconnected digital world, information is at our
fingertips 24x7x365. When working with sensitive Personally Identifiable (PI)
information, a fundamental part of the data required for Payroll, security is
paramount. The instantaneous access of that data can have profound benefits for
the payroll sector, from driving operational efficiencies to enabling informed
decision making, but it is important that the basics of good data security are
in place to protect against unauthorized access.
to Gartner, “Digital business
risks are growing due to increasing volume, variety, velocity and value of
data. Risk mitigation must be planned and managed throughout the data life
cycle to address certain issues: security, privacy, trust, digital ethics,
ownership, lifetime and data recovery. Security and risk management (SRM) leaders
must urgently apply data security governance and use infonomics to assess the
financial risks affecting each dataset. Data breaches are growing due to
attacks by sophisticated nation-states, criminals and malicious insiders, as
well as accidental disclosures.”
payroll is no different. Investigating, procuring and integrating with a Global
Payroll technology requires that data to be kept secure. With increased
automation becoming the new standard across the industry, more and more shared
data enters into a complex workflow which sees no breaks or human intervention
if there is no issue. Comprehensive due diligence is required to make sure
procedures and policies are in place throughout.
our own basic practices, here are a few areas of consideration that you can use
to examine both your base processes, and those of any company – payroll or
otherwise – who work with your data.
Establish Process and
Best Practice Internally.
process and best practice, we mean an established methodology for your (or your
suppliers’) handling of data, and an established mindset of constantly
reviewing and challenging the existing process. Does it do what it was created
to do? Yes? Great! Could it be more comprehensive or more inclusive? Does it
need to be these things? Ultimately, do you have confidence that your system is
up to par? Because in the age of GDPR, the consequences or failing to protect
confidential data are significant and lasting. Here are a few basic things to
get your thoughts started:
Make Technology Your Ally. Nobody wants to create thousands of accounts, which also
means more password maintenance. Instead, make the technologies available work
for you, deploying solutions such as Single Sign-On (SSO). There’s no need to
set up multiple users for each separate system, which prevents additional
administration, as well as removing the need for employees to remember
multiple, different passwords.
Engage with Other Teams. Incorporating a partnership
mentality makes for a closer, more efficient organization through better
communication. . Integrating a new technology is a joint effort so take the
time to hop on a call and get a deeper understanding of issues, parameters and
requirements. Working methodologies need to be aligned across all teams so that
the security layer you put in place will protect data in all teams.
Be flexible. Flexibility gives your organization
agility – and, agility is key to being able to respond to threats fast and in a
meaningful way. Processes must be in place, but slow, cumbersome processes will
hamper the efforts to respond and potentially lead to lost data. Question
existing processes and put them to the test.
Understand What You
every part of the process and for every software your organization employs to
deliver data security, you need to understand it. Not necessarily down to the
technical level, but fully understand how to use and adapt it as well as its
place within your data security framework. Without this understanding, it
becomes difficult if not impossible to ensure you have covered all possible
vulnerabilities. Malicious data attacks come in many forms and ensuring your
defense is complete is step one in preventing breaches.
Develop and be Guided
by a Core Strategy. By
preventing a reactive approach to data security, you minimize the risks of
vulnerabilities being missed and covered over by obscuring systems or processes
designed to fix a small or short-term issue. Establish a Data Security Strategy
– this will give you a holistic handrail which will guide the implementation of
strategy and systems to effect the entire business positively.
Gartner says, “Data security
technologies must evolve to implement security policies across silos in a way
that reduces the need for manual orchestration of policies. Leaders must use
data security governance to provide the strategic prioritization to mitigate
business risks resulting from threats and compliance issues.”
Finding the right global
payroll solution for your organization is critical. Integrating it into your
organization is even more critical. It doesn’t take much for the integration to
get sideways – creating and adopting some best practices as early as possible
can help keep your project on a straight path to success.
What sets us apart? Here are four key areas of focus that have enabled us to become the world’s leading cloud-based payroll services company.
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