{"id":1937,"date":"2016-09-06T09:15:36","date_gmt":"2016-09-06T09:15:36","guid":{"rendered":"https:\/\/www.exactlly.com\/blog\/?p=1937"},"modified":"2025-04-01T07:22:56","modified_gmt":"2025-04-01T07:22:56","slug":"in-cloud-hrms-is-everything-accessible-to-everyone-else","status":"publish","type":"post","link":"https:\/\/www.exactlly.com\/blog\/in-cloud-hrms-is-everything-accessible-to-everyone-else\/","title":{"rendered":"In Cloud HRMS, Is Everything Accessible to Everyone Else?"},"content":{"rendered":"<p style=\"text-align: justify;\">It is high time that business owners and HR managers acquire clarity about employee data access in cloud HRMS. An HRMS application contains sensitive information about employees including salary levels, deductions, contributions, bank details and other personal information. Nobody in the organization will feel comfortable knowing that their personal information is viewed by an unauthorized person.\u00a0 Most importantly, it is not at all safe to give access to details such as this to everyone. Unauthorized access can lead to identity thefts and misuse of sensitive data.<\/p>\n<p style=\"text-align: justify;\">In a multi-located business, employee data may be spread across different cloud data centres to give access to HR managers and teams at different locations. As the organization grows, HRMS becomes complex with new applications and interfaces.<\/p>\n<p style=\"text-align: justify;\">Under such circumstances, it is important to establish a security protocol policy that defines who accesses what and for what reasons. For an ideal organization, it is important to protect employees\u2019 details and build trust among them.<\/p>\n<h2 style=\"text-align: justify;\"><strong>How to Protect Employees\u2019 Data?<\/strong><\/h2>\n<p style=\"text-align: justify;\">To begin with employee database protection, one must know first what data it creates, stores and transmits. Data protection is subject to data classification. Data classification is done on the basis of the type of stakeholders involved. For instance, an organization may consist of senior managers, sales executives, C-level staff, temporary project team and likewise. Depending upon the stakes involved, you need a different data protection strategy for every class of employees.<\/p>\n<p style=\"text-align: justify;\">In the case of outsourced services, there is a high possibility that employee data leaves office premises.\u00a0 However, even if there is no outsourced service, cloud-based HRMS already stores data at a distant data centre owned by a third party.\u00a0 This gives us an opportunity to think about what data should be stored on the public cloud and what should remain on in-house servers.\u00a0 Business owners and IT managers must find out about security standards and policies put in place by cloud service providers.<\/p>\n<p style=\"text-align: justify;\">Role-based access control is one way of putting checks on who access what. In case of promotion, role change, service termination, new appointment etc. it is a continuous job of the administrator to allocate and change user-based access.<\/p>\n<p style=\"text-align: justify;\">It is important to note that HRMS systems are interlinked with other business systems like CRM and ERP. Since there is a constant exchange of data within the systems, HR data can\u2019t be presumed to be located within one system only.\u00a0 So, special attention should be given to the level of data integration and appropriate checks must be put in place.<\/p>\n<h2 style=\"text-align: justify;\"><strong>Auto-Provisioning Provides the Solution:<\/strong><\/h2>\n<p style=\"text-align: justify;\">Auto-provisioning is the best way to control access to applications and data.\u00a0 Auto-provisioning ensures that new recruits are given automated authorized access while the employees that leave the company are automatically de-provisioned to avoid unauthorized access to sensitive data.\u00a0 The business context of a user is critical to incorporate while designing an auto-provisioning system that clearly complements the role of the user. The key components for role-based provisioning and portal access include provisioning platform, role management platform, access management platform and a portal.\u00a0 All these components are put together to enable safe and secure role-based access to the employee portal.<\/p>\n<p style=\"text-align: justify;\"><a href=\"https:\/\/www.exactlly.com\/hrms\/\"><strong>exactllyHRMS<\/strong><\/a> is one of the most advanced HRMS available right now. To know more about <a href=\"https:\/\/www.exactlly.com\/hrms\/\"><strong>exactllyHRMS<\/strong><\/a> feel free to <a href=\"https:\/\/www.exactlly.com\/contact-us\"><strong>Contact Us<\/strong><\/a> and get a <a href=\"https:\/\/www.exactlly.com\/request-free-demo\"><strong>Free Demo<\/strong><\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>It is high time that business owners and HR managers acquire clarity about employee data access in cloud HRMS. An HRMS application contains sensitive information about employees including salary levels, deductions, contributions, bank details and other personal information. Nobody in the organization will feel comfortable knowing that their personal information is viewed by an unauthorized&#8230;<\/p>\n","protected":false},"author":1,"featured_media":2664,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_kadence_starter_templates_imported_post":false,"_kad_post_transparent":"","_kad_post_title":"","_kad_post_layout":"","_kad_post_sidebar_id":"","_kad_post_content_style":"","_kad_post_vertical_padding":"","_kad_post_feature":"","_kad_post_feature_position":"","_kad_post_header":false,"_kad_post_footer":false,"_kad_post_classname":"","footnotes":""},"categories":[8],"tags":[],"class_list":["post-1937","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-exactlly-hrms"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Employee Data Management In Best Cloud HRMS | HRMS Software<\/title>\n<meta name=\"description\" content=\"It is high time that business owners and HR managers acquire clarity about employee data access in cloud HRMS. Read our blog to know more.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.exactlly.com\/blog\/in-cloud-hrms-is-everything-accessible-to-everyone-else\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Employee Data Management In Best Cloud HRMS | HRMS Software\" \/>\n<meta property=\"og:description\" content=\"It is high time that business owners and HR managers acquire clarity about employee data access in cloud HRMS. Read our blog to know more.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.exactlly.com\/blog\/in-cloud-hrms-is-everything-accessible-to-everyone-else\/\" \/>\n<meta property=\"og:site_name\" content=\"La Exactlly Software Pvt. 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