IT Brief New Zealand logo
Technology news for New Zealand's largest enterprises
Story image

Digital optimisation makes HR processes easier - Hyland

By Contributor
Wed 30 Oct 2019
FYI, this story is more than a year old

Article by Hyland Australia and New Zealand country manager Jamie Atherton and Hyland Asia-Pacific director Eugene Chng

There are no two ways about it - HR departments generate mountains of data and documents.

While most are digitised these days, nearly half of all HR professionals report that they still rely on paper for at least some of their essential processes.

What’s more, a lot of this content creation and collating is still done manually, which is relatively inefficient and leaves it open to human error.

While many aspects of an HR professional’s work life are positive – interaction with employees, staff morale initiatives, training and team-building initiatives – few people, if any, really enjoy filling out and filing paperwork.

That said, tasked with managing and protecting personnel records, HR has the huge responsibility of ensuring sensitive information remains secure at all times.

Although we tend to think of data breaches as the work of malicious hackers, carelessness and mishandling of these documents are just as likely to be the culprit.

Although most HR professionals say that technology helps them do their jobs, 47% still depend on paper for key tasks such as compensation processing.

Manual and paper-based processes in HR are not only inefficient, but they also pose a risk to security and compliance.

HR departments in Australia are responsible letters of induction, leave requests, onboarding staff, direct deposits, policy updates, performance reviews…the list goes on.

Any and all of these areas pose at least some level of risk to employee data, and as such, they pose a security and compliance risk to the organisation.

Tired hands and minds can easily misfile a document, documents and files might even be given the wrong security access level.

How can these risks be mitigated?

Firstly, it is vitally important to know who is accessing personnel files and why.

One of the biggest concerns about paper files is that there is no record of who is accessing the documents and what they’re doing with them.

Even if documents are locked in a filing cabinet, there is simply no guarantee that they remain secure.

If someone accidentally leaves the cabinet open, those files become exposed to theft, tampering and illicit copying, potentially exposing the operation to the threat of legal action.

There is more at stake than the unsafe handling of one individual’s personal details, the whole organisation may be placed at risk.

Content management and digitisation have become essential tools for HR professionals, for these very reasons.

Digitising documents saves paper, tightens security and cuts down on the possibility of human error.

Further to this, intelligent capture takes much of the legwork out of physically digitising those documents, essentially making them ‘live files’ which are able to be tagged and searched as part of an enterprise data pool.

With paper-based records, there is no way to enforce role-based access by users.

In other words, to ensure that a manager only has access to files for the employees who work directly for him or her.

To minimise risk, access to data should be based on the principle of least privilege, which means users should only have the minimum access required to do their jobs.

Digitising these files allows for logical access control solutions to be employed.

This works in the same way as a physical access control solution, only allowing access to users who present the right credentials at the ‘front door’.

This may be in the form of a password, biometric scan, proximity card, mobile phone app, or even Facial Recognition (FR).

Passwords are the least secure method, as they tend to be written down, forgotten, and passed around between employees on demand.

The right content services platform provides visibility into the full history of every user who accesses an employee file, so administrators can see who viewed the document, whether they made edits or amendments, as well as the date and time they accessed it.

Another question to ask is, does the HR department keep records long after they are required?

In the complex world of human resources regulations, how long an organisation hangs onto documents really matters.

GDPR regulations and Australia’s Digital Privacy Act, for example, clearly spell out the employee’s right to be forgotten, which means that the company needs to have procedures and processes in place for deleting data.

Audits that uncover non-compliance with these rules can come with hefty fines—especially if they are charged per document.

Remember too, that GDPR regulations are not limited to the physical countries in the EU - any organisation collecting, processing, or using the data of EU residents is affected.

Content services solutions can be set to automatically ‘end-of-life’ on a document when it has been held for a set period, which reduces the risk of it being overlooked – significantly reducing the organisational risk involved in holding key personnel information.

Additionally, a robust content services platform provides encryption when data is at rest (not actively being used), in transit (moving between servers within the database), and in use (being accessed by authorised users).

Documents entered into the system are automatically identified and assigned a record type with appropriate time or event-based retention policies, which ensures documents are purged when required, minimising compliance risk and removing the burden of records management from HR staff.

Content services platforms can help an HR department move away from paper files while ensuring the compliance and security of information and processes.

As well as mitigating risky practices, it also allows the organisation to speed up processes and focus on the really important stuff – in this case, the company’s most important asset - its people.

Related stories
Top stories
Story image
Data ownership
Brands must reclaim trust by empowering data ownership
According to Twilio's new State of Personalisation Report 2022, 62% of consumers expect personalisation from brands, and yet only 40% trust brands to use their data responsibly and keep it safe.
Story image
Stock security features inadequate in face of rising risk
"Organisations must proactively find ways of identifying unseen vulnerabilities and should take a diligent, holistic approach to cybersecurity."
Story image
Video: 10 Minute IT Jams - An update from CrowdStrike
Scott Jarkoff joins us today to discuss current trends in the cyber threat landscape, and the reporting work CrowdStrike is doing to prevent further cyber harm.
Story image
Forescout reveals top vulnerabilities impacting OT vendors
Forescout’s Vedere Labs has disclosed OT: ICEFALL, naming 56 vulnerabilities affecting devices from 10 operational technology vendors.
Story image
Video: 10 Minute IT Jams - An update from Tricentis
Tricentis provides software testing automation, and software quality assurance products for enterprise software.
Story image
Internet of Things
Global 5G subscriptions to top one billion by the end of 2022
Global 5G subscriptions are predicted to pass the one billion milestone by the end of 2022, according to a new report.
Story image
Amazon Web Services / AWS
Zscaler, AWS accelerate onramp to the cloud with zero trust
Zscaler has announced an extension to its relationship with Amazon Web Services, as well as innovations built on Zscaler's Zero Trust architecture.
Story image
Trend Micro
5G network projects driven by improving security and privacy
Trend Micro's new study reveals the prospect of improved security and privacy capabilities are the main motivations behind private 5G wireless network projects.
Story image
The link between cybersecurity, extremist threat and misinformation online in Aotearoa
Long story short, it's often the case that misinformation, threat and extremism link closely to cybersecurity issues and cyber harm.
Story image
Employers look to hire inexperienced coders due to skills shortage
"Even inexperienced workers without prior qualifications or experience had managed to pivot to new roles in coding as long as they are willing to upskill."
Story image
Vulnerable APIs costing businesses billions every year
Large companies are particularly vulnerable to the security risks associated with exposed or unprotected APIs as they accelerate digital transformation.  
Story image
Internet of Things
Domino's Pizza: A blueprint for secure enterprise IoT deployment
Increasingly, organisations are embracing smart technologies to underpin innovations that can enhance safety and productivity in every part of our lives, from industrial systems, utilities, and building management to various forms of business enablement.
Story image
Consumers want personalisation, but don't trust brands with their data
Customers expect personalisation during every brand interaction but they don't trust brands to keep their personal data secure and to use it responsibly. 
Story image
How Airwallex helps businesses achieve globalisation success
As markets continue to shift, businesses need to be able to provide the same quality of service for customers regardless of where they are located around the world.
Story image
Significant security concerns resulting from open source software ubiquity
"The risk is real, and the industry must work closely together in order to move away from poor open source or software supply chain security practices."
Story image
Tech job moves
Tech job moves - ActiveCampaign, Arcserve, LogRhythm & Qlik
We round up all job appointments from June 17-22, 2022, in one place to keep you updated with the latest from across the tech industries.
Story image
Hybrid workforce
Why hybrid working is here to stay and how to ace it
Citrix's new report reveals hybrid workers are more productive and engaged at work than their office and completely remote counterparts.
Story image
Network Security
Netskope announces zero trust network access updates
Customers can now apply zero trust principles across a range of hybrid work security needs, including SaaS, IaaS, private applications, and endpoint devices.
Story image
New Relic
How to tackle the great brain drain in the tech industry
Attracting and retaining tech talent in Australia and New Zealand is becoming increasingly challenging, with the 2022 Hays Salary Guide showing a startling 91% of employers facing a skills shortage.
Story image
Microsoft expands APAC Enabler Mentorship Program
"Mentors are the key to success for every professional. A good mentor is a coach, a guide, as well as a vocal advocate."
Story image
Honeywell launches new carbon energy management software for buildings
The new Carbon & Energy Management service allows building owners to track and optimise energy performance against carbon reduction goals, down to a device or asset level.
Story image
Ready for anything with the PagerDuty Operations Cloud
In a world of digital everything, teams face increasing complexity. Ever-growing dependencies across systems and processes put customer and employee experience, not to mention revenue, at risk.
Story image
Ingram Micro launches vendor-backed security program
Ingram Micro has unveiled a new program intended to give resellers the effective offerings their customers need to stay safe in the evolving threat landscape.
Story image
F5 Networks
Telstra, F5 team up to bolster services and solutions
“This partnership demonstrates our ongoing investment into APAC as we continue delivering high value services and solutions to our partners and customers."
Story image
Digital Transformation
Cybersecurity priorities for digital leaders navigating digital transformation
In recent years, Asia-Pacific has especially been a hotspot for cyberattacks, and as we continue into 2022, it’s evident that the problem is becoming more significant.
Story image
Forrester names Talend Leader in enterprise data fabric
Forrester has named Talend a leader among enterprise data fabric providers in the Forrester Wave: Enterprise Data Fabric, Q2 2022 report.
Story image
Enable launches free Wi-Fi in Christchurch city centre
Fibre broadband provider, Enable, and the Christchurch City Council have launched their new Christchurch Free Wi-Fi service in the central city. 
Story image
Aqua Security, CIS create software supply chain security guide
Aqua Securityand the Center for Internet Security have together released the industry’s first formal guidelines for software supply chain security.
Story image
Industry-first comprehensive risk-based API security enhances protection
Application Programming Interfaces (APIs) have become a crucial part of operating web and mobile application businesses and are causing significant economic growth in the digital sector.
Story image
Why is NZ lagging behind the world in cybersecurity?
A recent report by TUANZ has revealed that we are ranked 56th in the world when it comes to cybersecurity - a look into why we're so behind and what needs to be done.
Story image
How TruSens air purifiers can create healthier workspaces
The pandemic has heightened our awareness of our own and others’ health, and made us all much more conscious of the environments we work in.
Story image
Volpara, Microsoft project to detect cardiovascular issues
Volpara Health Technologies is working with Microsoft on a research and development project to speed up creating a product that detects and quantifies breast arterial calcifications (BACs).
Story image
Digital Transformation
Stax and Consegna partner to accelerate modernisation
According to a statement, the new alliance will help both companies expand their reach across the region and realise joint goals.
Story image
The best ways to attract young talent during labour shortages
New research from Citrix reveals hybrid working and ventures into the metaverse are top of mind for Gen Z workers.
Story image
Gartner's top recommendations for security leaders
"Leaders now recognise that major disruption is only one crisis away. We can’t control it, but we can evolve our thinking, philosophy, program and architecture.”
Story image
Digital Transformation
What CISOs think about cyber security, visibility and cloud
Seeking to uncover the minds of CISOs and CIOs across Asia Pacific, my company recently asked Frost & Sullivan to take a snapshot of cloud adoption behaviour in the region.
Story image
SMX partnership with Microsoft leads to NTT recognition
SMX has captured the attention of NTT after receiving positive reviews from businesses across Australasia and beyond for its email security.
Story image
MYOB improves data visibility and user access with Snowflake
"Solutions such as Snowflake allow us to better understand our customers and make evidence-based decisions on what features work best for them."
Story image
Artificial Intelligence
Accenture shares the benefits of supply chain visibility
It's clear that gaining better visibility into the supply chain will help organisations avoid excess costs, inefficiencies, and complexity to ultimately improve their bottom line.
Story image
Dark web
Cybercrime in Aotearoa: How does New Zealand law define it?
‘Cybercrime’ is a term we hear all the time, but what exactly is it, and how does New Zealand define it in legal terms?
Story image
Market growth
Salesforce unveils new offerings for consumer goods companies
Salesforce has announced new products for consumer goods companies to help brands navigate increasing market complexity more easily.
Story image
Commerce Commission
ComCom puts electronics sector on notice over resale price maintenance
The Commerce Commission has concluded an investigation into allegations that television manufacturers were engaging in illegal resale price maintenance.
Story image
Cyclone selected as NZ MOE software licensing partner
Following a recent Request for Proposal (RFP), Christchurch-based company Cyclone Computer Company Ltd (Cyclone) has been selected as The Ministry of Education’s software licensing partner.
Story image
Overcoming hybrid and multi-cloud challenges to drive innovation
Driven by improvements in technology, financial services companies have advanced both internal and external systems and processes, with the likes of digitisation, personalisation and risk management redefining the industry.