Why mobile HRMS security must differ from standard security practices

Mobile HRMS is convenient and easy for employees and managers. Users can view and update their data via self-service at a time and place that is convenient for them. Yet the accessibility of mobile HRMS carries risk that requires additional review. Here are three reasons why your mobile HRMS security must differ from your regular security practices.

Mobile devices are portable and in constant use

In a traditional office environment HR employees will download employee data files to a desktop or notebook pc which is locked in a secure office at the end of a day. Mobile devices tend to be carried home and used along the way for work calls and emails. The portability of devices leaves them prone to being forgotten or stolen during usage or travel. To counter this possibility you need to limit the potential for data loss by restricting the files that can be downloaded. It is also useful to have the ability to remotely delete device memory if sensitive data is in unscrupulous hands.

Mobile devices have variable environments

If you are a ‘bring your own device’ (BYOD) office, your HRMS may be sharing space with questionable or corrupt applications. It is not possible to control what your employees download to their own mobile devices, but  it is dangerous if any of their apps have a dishonest purpose to find and steal sensitive data.

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As they say, ‘forewarned is forearmed.’ Insist on centrally controlled, high security standards for internally owned mobile devices. If you operate a BYOD policy educate your employees to implement high security on their devices. If you’re expecting a high level of mobile usage, configure your HRMS to minimize risk by encrypting data on transmission and use secure device log-ons such as fingerprint technology.

Mobile apps and environments are less secure

Some HRMS have custom apps built exclusively for mobile platforms. Others only offer a browser experience while surfing the internet on a phone. In general, phones are more susceptible to phishing and attacks as they are less stable than traditional computing environments. HRMS apps are a newer technology and have less of a track record in the marketplace so you need to be extra vigilant.

Survey your workforce and ask how many have anti-virus software on their traditional home computers. Ask the same question about mobile devices and you’ll find that employees are not as aware or secure. Education is a critical success factor in securing your HRMS data on mobile devices.

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Heather Batyski

About the author…

Heather is an experienced HRMS analyst, consultant and manager. Having worked for companies such as Deloitte, Franklin Templeton and Oracle, Heather has first-hand experience of many HRMS solutions including Peoplesoft and Workday.

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Heather Batyski