How Safe Is Your HR Data? Best Practices Every HR Executive Should Follow

In today’s increasingly digital and data-driven world, HR teams are stewards of highly sensitive information—everything from employee personal records and bank details to performance evaluations and health data. With cyber threats on the rise and data privacy regulations tightening globally, it’s no longer enough to store HR data in files or spreadsheets and hope for the best.

So, how safe is your HR data really? And more importantly—what are the best practices to keep it secure?

Why HR Data Security Matters

HR departments handle data that, if breached, can cause severe consequences:

• Identity theft and fraud risks for employees

• Financial penalties from non-compliance with data privacy laws (e.g., GDPR, Fiji Data Protection Bill)

• Loss of employee trust and reputational damage

• Disruption to business continuity and operations

Data security is no longer an IT issue—it's a leadership responsibility. As an HR executive, you are directly responsible for ensuring that systems and processes safeguard this vital information.

5 Good Practices to Secure Your HR Data

1. Implement Role-Based Access Controls

Not every staff member needs access to all HR data. Set clear access levels based on job responsibilities:

• Payroll staff access salary info

• Hiring managers view candidate records

• Line managers see performance reviews

Ensure access is removed promptly when roles change or staff leave.

2. Use Secure, Cloud-Based HR Systems

Storing files locally or emailing spreadsheets is a recipe for trouble. Instead:

• Invest in HR management software (HRMS) with built-in encryption and access logs

• Ensure the provider complies with industry security standards (ISO 27001, SOC 2, etc.)

• Enable two-factor authentication (2FA)

Modern platforms like BambooHR, MyHRFiji, or Zoho People offer robust, scalable solutions.

3. Regularly Back Up Data

Data loss from cyberattacks, system failure, or accidental deletion can be catastrophic.

• Automate regular backups (daily or weekly)

• Store backups in secure, off-site or cloud locations

• Test your recovery process to ensure backups are actually usable

4. Educate Your HR Team

Even the most secure systems can be undermined by human error.

• Train your team on phishing, strong password practices, and data handling protocols

• Promote a culture of security-first thinking

• Regularly review your policies and update them to reflect new risks

5. Comply with Data Privacy Laws

Ensure your HR data practices align with:

• Local legislation (e.g., Fiji’s Cybercrime Act, future Data Protection Bill)

• Global standards if you handle offshore or remote employees (e.g., GDPR, CCPA)

• Provide employees with clear policies on data collection, usage, and retention

Maintaining compliance isn’t just about avoiding fines—it’s about showing employees that their privacy matters.

Bonus Tip: Conduct a Security Audit

Schedule periodic HR data audits—either internally or via a third-party provider—to:

• Identify vulnerabilities

• Patch outdated software

• Ensure compliance with internal and external standards

Think of it as a health check-up for your systems and processes.

Final Thoughts

HR is no longer just about people—it's about people and data. By implementing these best practices, HR executives can ensure sensitive information is protected, compliant, and respected.

Cybersecurity is a journey, not a destination. Start where you are, assess the risks, and take proactive steps today to build a safer tomorrow.