Securing Applicant and Employee Data: Strategies for Maintaining Data Privacy and Security

In today's digital age, data security is a top priority for businesses in India. With the increasing number of data breaches reported each year, companies must protect their applicant and employee data. Failing to secure employee data can lead to legal, financial, and reputational repercussions for the company. This article will discuss how Indian companies can keep their applicant and employee data secure.

India is no stranger to data breaches. In fact, a report by PwC India revealed that 53% of Indian companies experienced a cyber attack in 2020. With the rise of remote work, the threat of cyber-attacks has only increased. As a result, companies in India must take steps to secure their applicant and employee data.

Understanding the Threats to Employee Data Security

There are several types of data security threats that Indian companies can face. These include hacking, phishing, malware, and insider threats. Hackers can access sensitive employee data by exploiting company computer system vulnerabilities. Phishing is a collection of techniques used by cybercriminals to trick employees into revealing sensitive information, such as usernames and passwords. Malware is malicious software that can infiltrate a company's computer systems, steal data, and cause damage. Insider threats occur when employees or former employees intentionally or unintentionally expose sensitive data.

The potential consequences of a data breach can be severe. It can lead to loss of customer trust, damage to the company's reputation, and costly legal proceedings. The average cost of online security breaches in India is INR 14 crore, according to a 2020 study by IBM Security.

How to Create and Enforce Data Security Policies and Procedures

Creating and implementing a data security policy is essential for protecting applicant and employee data. The policy should outline the company's data security approach, including data storage, access, and backup guidelines. It should also include procedures for reporting data breaches and responding to them.

Enforcing data security policies and procedures is just as important as creating them. Companies should establish clear consequences for non-compliance with the policy. This can include disciplinary action and termination.

Tips for Secure Data Storage and Backups

Storing employee data securely is crucial for protecting it from cyber-attacks. Indian companies should store data on secure servers that are protected by firewalls and other security measures. Backing up data regularly is also essential for ensuring that data can be restored in the event of a cyber-attack.

Best Practices for Secure Employee Data Access and Authentication

Controlling access to employee data is another critical aspect of data security. Indian companies should implement access control measures such as passwords, biometrics, and two-factor authentication to ensure that only authorized employees can access sensitive data. Monitoring employee access to data is also necessary to detect any suspicious activity.

The Role of Employee Training and Awareness in Maintaining Data Security

Employee training is essential for maintaining data security in Indian companies. Employees should be trained on how to identify and report cyber-attacks, as well as best practices for data security. Regular training sessions can help employees stay up to date with the latest security measures and prevent accidental exposure of sensitive data.

How to Conduct a Data Security Audit and Risk Assessment

Conducting a data security audit and risk assessment is necessary for identifying vulnerabilities in Indian companies' data security systems. The assessment should include a review of the company's security policies and procedures and an analysis of potential threats and vulnerabilities. Based on the assessment results, Indian companies can develop a data security plan that addresses any identified weaknesses.

Legal Requirements and Regulations for Applicant and Employee Data Security

Indian companies must comply with several legal requirements and regulations related to data security. The Personal Data Protection Bill, which is currently under review, will require companies to comply with strict data protection standards. Additionally, companies must abide by the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011, which outline guidelines for data protection and data breach notification.

The Impact of Remote Work on Employee Data Security

The COVID-19 pandemic has resulted in remote work becoming the new normal. While this has led to greater flexibility and productivity, it has also brought new challenges, particularly regarding employee data security. Remote work has increased the risk of data breaches as employees access sensitive data from outside the company's secure network. Additionally, personal devices used for remote work may not have the same level of security as company-provided devices. Furthermore, the lack of physical security in a remote work environment can make it easier for unauthorized individuals to access sensitive data.

Companies should adopt several best practices to mitigate the risks of remote work on employee data security. Firstly, a remote work policy should be implemented that outlines requirements for remote work, including the use of secure devices and networks, password requirements, and security protocols for data access and transmission. Additionally, secure remote access methods, such as VPNs and two-factor authentication, should be used.

Providing company-provided devices with pre-installed security software can also help ensure that sensitive data is accessed from secure devices with the necessary security controls. Regular training on data security best practices, such as password hygiene and identifying phishing emails, is essential to help employees avoid security threats and minimize the risk of data breaches. Finally, regular audits of remote work practices and security controls can help companies identify vulnerabilities and areas for improvement.

Conclusion

Protecting applicant and employee data is crucial for Indian companies to avoid legal, financial, and reputational damage. By implementing data security policies and procedures, securing data storage and backups, controlling data access, conducting regular employee training, and conducting data security audits, Indian companies can reduce the risk of data breaches and protect their sensitive data. Compliance with legal requirements and regulations is also essential for maintaining data security. With these measures, Indian companies can ensure that their applicant and employee data remain secure.

How can Teamnest help your company secure applicant and employee data?

Teamnest helps companies secure applicant and employee data through various features. The platform offers role-based access control, secure data storage, document management, tracking and monitoring, an employee self-service portal, and compliance with data privacy regulations. With Teamnest, companies can manage employee data securely while streamlining their HR processes.

The platform ensures that only authorized users can access sensitive data, and data is encrypted and backed up regularly to protect against data loss. The document management system enables companies to store employee documents securely, and the tracking and monitoring feature detects any unauthorized access or changes to employee data. Overall, Teamnest provides companies with a range of tools to maintain the highest level of data security while managing their HR processes efficiently.

Talk with Teamnest's HR Analytics and Data Security Expert @ +91 913-786-6322 or email at sales@teamnest.com.