When we first think of security in a computer scenario, it generally starts with Cyber attacks and crime. Did you know that Cybercrime is up 600% since the onset of the COVID-19 pandemic, and 43% targets smaller businesses? Of course, these are high on the list and can have severe consequences, but it is not all clear once you have protected yourself from this threat. All systems go!

So, the next cab off the rank might be all those evil hackers trying to steal your grandmother’s savings, and in a way, I would like to discuss something similar to this, just not your grandmother but your employees and not her savings but your business wealth, namely information.

My focus here is on Business and ERP systems, but this is true of so much in the computer system world.

Safety in numbers

Security (or safety) in numbers is the hypothesis that, by being part of a large physical group or mass, an individual or entity is less likely to be the victim of a mishap, accident, attack, or another harmful event.

The first thought might be aligning with the most prominent hosting services provider to get the best result. While a sizeable hosting operation does bring safety in numbers, it is focused on the operating system or platform volume. When we start talking application volume, we are looking at Cloud business system providers who are focused on providing large populations with applications. For the best security on MYOB, Microsoft Dynamics, NetSuite, you look to the service provider, this is where the safety in numbers lies.

With large numbers of customers running the same software, there is a vested interest and a structured architecture to provide security. With so much data readily available to the right people, the protection to ensure it is not available to the wrong people is very high. It is also very focused on the applications rather than the environment. Keeping people out is done very well.

Privacy in the workplace

In many businesses, privacy is taken seriously. However, the list is a short one, salaries, prospect info, cost of goods and maybe customer details from some sales staff. There is so much information that needs to be protected, if not by law, then for the peace of mind of staff and management.

We see the same things occurring in several businesses. Is there an emergency contact list floating around in a spreadsheet? Maybe the last round of performance reviews is in a “safe” directory that all the managers have access to (and perhaps some of their staff know the password). But, of course, these reviews might have salary information that is so carefully guarded elsewhere. Does the company phone list have home numbers for convenience?

Leave requests can be pretty personal, especially special leave with personal explanations for the request. Are these sitting in emails or folders on the network? Maybe the company resolutions with Director fees are stored in another “safe” directory.

There should be somewhere to store all this information safely.

Bring on MYOB WFM.

Administring a workforce

To look after all the personal information you hold on your employees, directors and contractors, we recommend a Workforce Management solution. Not only are you provided with security around this data, but you also introduce efficiency with self-service capability. You can expect features like:

On-boarding processes collecting required information
Collection of personal, tax, compliance, licenses and other valuable records
Storage of documents relating to employees
Management of signing of documents required by the employees
Self-service including personal info, leave, rosters/shifts
Clocking in and out with photo and GPS capability
Timesheets can also be handled

Protecting your employee and personal records in a structured system designed to secure the data will afford you peace of mind and stop the proliferation of copies of data being spread around a business. In addition, your duty as an employer has both legal and moral obligations to keep records safe.

Two for one

When you decide to systemise your record-keeping for employees, you get two for one! Not only are you protecting the information, but you are also getting added efficiency. The time spent initially chasing people for information when they start can be significantly reduced. Also, tasks are not forgotten, like getting paperwork signed or collecting emergency contacts, for example.

Managing rosters can be very difficult with many calls and juggling of staff. With an online workforce solution, you can digitally involve the employee directly and allow self-service filling rosters. In addition, using smart clock in and out capability, you can accurately capture time and maybe fill out timesheets automatically.

Having all the records close at hand, secure, but available to the right people can save many hours searching for the correct information. Being available from anywhere is vital, especially in the pandemic world with its lockdowns.

When you choose to protect your employees’ private information, it can be a win/win!

If you haven’t already looked into the brand new MYOB Advanced WFM, we suggest you add this to your shortlist.

Secure Employee Data and Win!

Safety in numbers

Privacy in the workplace

Administring a workforce

Two for one

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