Digital information is the backbone of today’s interconnected world. How? Organizational operations are strongly based on digital information, which suggests that sensitive data requires protection. So, Oracle Human Capital Management (HCM) was born in this context. It has been observed that an overwhelming majority of business organizations worldwide have adopted Oracle HCM Data Security Best Practices for different reasons discussed below.
In this blog, we let our readers explore the best practices that are based on adequate strategies so they can enhance Oracle HCM Data Security (O-HCM-DS). The ultimate aim of this informative post is to help companies protect their businesses against potential cyber threats and data breaches. Keep reading!
Understanding Oracle HCM Data Security
First of all, knowing what Oracle HCM (O-HCM) can manage and help organizations is good. It can manage all the critical information related to the workforce, such as personal information, payroll data, productivity, and performance records. Data security is defined as the strong measures and protocols implemented to protect sensitive information from unauthorized access and maintain data confidentiality, integrity, and availability.
When companies can protect this sensitive data, they can protect individuals’ privacy and ensure the business complies with data protection laws.
So, O-HCM is a centralized digital platform where HR professionals can manage all HR functions very well—from recruitment and development to performance and retirement. This is a digital system used by organizations’ HR department to store and process sensitive information about the workforce. For this reason, this information is the target for cyber attackers.
When it comes to securing O-HCM data, a company needs to take strong security measures. Then the HR department can practically protect privacy and confidentiality.
1. Role-Based Access Control (RBAC)
O-HCM-DS is based on Role-Based Access Control (RBAC), which is the foundation. Its main job is to assess the roles and responsibilities of users in the workplace so access permissions can be defined. A company should assign certain privileges to each role (e.g., Oracle HCM Payroll Implementation administrator). This will help companies limit access to sensitive data, then companies can protect data by removing the risk of data breaches.
By implementing RBAC, organizations can restrict employees to data related to their job role. This will prevent data misuse.
2. Deploy Strong Authentication Mechanisms
Higher risks are involved when a company or HR professional accesses O-HCM systems due to numerous reasons, such as the data sensitivity, compliance requirements, possible insider intimidations, and more. That’s why professionals can keep their data protected through authentication. This is a way enabling professionals to substantiate identities of users. This substantiation is necessary before granting access. Hence, having a strong authentication mechanism is inevitable. For example, Multi-Factor Authentication (MFA) – as a robust layered security approach -strongly protects the sign-in process, reinforcing the user credentials.
3. Data Protection through Encryption
O-HCM and encryption have a close connection, ensuring data security. Encryption refers to an activity of translating data into code. That’s why it plays a mainstream role for HR professionals by enabling them to safeguard sensitive HR data. Data encryption is based on specific algorithmic rules that convert comprehensible information/text into encrypted or encoded data. It means the encoded data can’t be read or accessed without permission. HR professional prefer O-HCM also because it encrypts sensitive HR data, no matter it is stored on the system or it is online data.
Encryption has become the proven strategy to protect data integrity and confidentiality. This suggests that strong encryption protocols protect sensitive information, such as payroll. At the same time, it’s important to adopt protocol standards more commonly used in the respective industry.
4. Regular Security Checks and Monitoring
Organizations and HR professionals also need to consider critical components of data security in O-HCM. One of the main components is security audits with monitoring. For performing security audits, the HR department needs to perform a detailed assessment of existing O-HCM systems. It is also necessary to thoroughly review their mechanisms. As a result, HR professionals can spot susceptibilities and address any compliance gaps. Hence, it is good to carry out regular audits facilitated by unconventional Oracle HCM Reporting Tools, such as analytics, Hyperion, or data visualization.
In addition, monitoring is also a pivotal part. So, it is necessary to close monitor what users do and system logs, enabling professionals to spot suspicious activities in real time and respond to security breaches swiftly. There is more significance of regular, ongoing monitoring, and professional can do it seamlessly with the help of a robust strategy implemented across the departments.
5. Secure Setup and Patch Management
O-HCM systems are based on the security posture that needs to be maintained. For this, secure configuration and patch management of the system is key. So O-HCM software needs to be updated and patched regularly with Oracle’s latest security patches. This will help in mitigating vulnerabilities and addressing potential risks.
Oracle has guidelines for secure configuration. Organizations need to follow them to configure the O-HCM systems. This way, they can make their systems resilient to potential cyber-attacks. If a company has hands-on security measures, it can make systems more robust against any threats.
6. Security Awareness Training for Employees
Data security measures need to be powerful; otherwise, cybercriminals can target sensitive HR data more easily. When cybercriminals act, the workforce may be the first to resists that attack. This simply suggests that employees must be trained on the industry’s greatest security practices. This is the strategy to timely address any security risks on the dot. Hence, the workforce needs to have knowledge about how to address potential attacks in no time.
Organizations need to train their workforce by having a data security awareness program. This strategy is recommended to assist them in handling ad processing data reliably.
7. Data Loss Prevention (DLP) Policies
Data Loss Prevention (DLP) policies have become inevitable in today’s business settings. These policies need to be followed to safeguard sensitive data from exposure. If an organization has implemented these proven policies and aligned their practices accordingly, they empower the HR department to address data breaches. Impending these policies can make it easier to handle, process, and protect sensitive data across the departments.
Furthermore, HR professional can identify and classify confidential HR data seamlessly with the aid of these policies and practices. Some proven practices include automated monitoring, observation, and submission mechanisms, which can be followed through DLP data protection policies.
8. Backup and Recovery Strategy
Data stored in O-HCM systems need a strong backup and recovery plan. A best practice is to backup sensitive HR data regularly. Besides that, backups need to be stored securely so data can be accessed when the system goes down for any reason.
To backup and recovery strategy, you need to test backup restoration. You can do this by validating the data backup periodically. This is crucial in case of data loss, leakage, or compromise. It will also help to minimize downtime, business continuity, and data confidentiality.
Wrap up
O-HCM-DS is important for organizations to operate smoothly and confidently. But securing this data is a must. This is a combination of the latest technology tools, workforce training and learning, and practical management practices. By following the best practices above, it’s easier for businesses to protect critical HCM data.
For your organization, you can consult with Innovative Methods Consulting to adopt the best practices. Simply contact us to discuss your needs or problems, like Oracle HCM payroll implementation or HCM System Health Check Checklist, and we will be with you.