The option of working from home also means that organizations can hire anyone worldwide; something which has made remote employees an essential aspect of many organizations. However, it introduces cybersecurity issues more often, particularly at the onboarding stages. Secure onboarding is crucial for protecting company data, fostering trust, and ensuring regulatory compliance.
In this article, we will explore the best practices for securing the onboarding process for remote hires and safeguarding your company's sensitive data.
In onboarding new remote employees the first process to implement in data protection regulations involves; ensuring the identity of the new joining member of the organization. With the recent development of digital interactions, fraudsters have an opportunity to masquerade as other genuine candidates.
Having a good identity verification process in place also reduces the dangers of identity fraud and allows only the right people to enter your company’s systems.
Employment of MFA at the beginning of the identity verification process is one of the most effective solutions. MFA insists on the user giving at least two factors of identity, for instance, a password and a fingerprint scan to proceed to the systems. Another added security feature makes it even harder for a hacker to pretend to be an employee, even if they get the login information.
Communication is an important aspect during the onboarding process and that is why there should be an emphasis on the use of secure methods of communication in transmitting information such as personal details, and data among others. Do not share protected materials or details via email, or messaging services, this is via open messaging applications.
Talking about the use of encrypted domestic communication for the sharing of sensitive information is important. There is a variety of platforms available now, including Zoom, Slack, or Microsoft Teams, that provide end-to-end encryption for meetings and chats. However, it is okay to use secure tools such as Google Drive as well as Dropbox to store documents along with the correct permissions of use.
By securing communication, you can mitigate the risk of interception or unauthorized access to confidential data.
Access control is one of the fundamental elements of any cybersecurity strategy. With remote employees, ensuring the right level of access to company resources is essential. Remote workers should only have access to the information and systems necessary for their specific job roles.
In order to practice secure access control, use the principle of least privilege (PoLP). This implies allowing workers to get only the information and technologies that are required to perform their assignments. For instance, a customer service agent needs access to customers’ personal data on social media or a website but must not interact with the company’s financial database.
Implement role-based access control (RBAC) to enforce these limitations effectively. RBAC assigns access permissions based on job roles, ensuring employees have the appropriate level of access for their responsibilities while minimizing risks in the event of a breach.
Integrating identity and access management (IAM) tools can be integrated to help monitor who has been given access to certain pieces of data and alert an organization should a man attempt to gain access that he is not supposed to. More so, they should incorporate the right password to apply for such accounts and they should adhere to password policies to avoid unauthorized access.
Remote employees often work on private devices including laptops, mobile phones, or tablets. This can introduce vulnerabilities if these devices are not properly secured. To address this risk, businesses should implement endpoint management strategies.
Endpoint security solutions enhance business control of remote employees’ devices while working. These solutions also can be used to implement policies like for example: the device must have an virus scanner updated, Firewall, and Encryption.
It’s also important to require employees to use a virtual private network (VPN) when accessing company resources remotely. A VPN, such as those highlighted in an ExpressVPN review, disguises connections by creating a secure tunnel for data transfer and protects devices from threats like man-in-the-middle attacks.
Ensure your employees are aware of security risks arising from compromised devices and should ensure they adhere to good practicing behaviors including avoiding insecure Wi-Fi terminals and having their devices updated.
Another imperative to have a secure onboarding process is the need to train people working remotely on the proper security measures. Verizon’s 2023 Data Breach Investigations Report (DBIR) mentions many data breaches occur due to human error, such as phishing emails, website link clicks, or poor password compliance among employees depending on the peculiarity of the organization in question.
With the help of broadly focused cybersecurity training, you can minimize these occurrences and equip remote workers to better notice and even shun threats.
Your training program should cover essential topics, such as:
Understanding what phishing emails and fake websites are
Superb and different passwords and the use of password managers
Building good practices in browsing or downloading via the internet and using VPNs in public networks.
Measures to take when dealing with sensitive information and how information should be stored
Software updating and patching vulnerabilities as an essential activity
Additionally, consider running simulated phishing exercises to test employees’ ability to identify and avoid phishing attempts. This hands-on approach reinforces the training and helps employees become more vigilant in identifying cybersecurity threats.
Clear and well-structured remote work policies are essential for ensuring that remote employees follow best practices for data security. These policies should outline expectations for remote employees, such as how to handle company devices, the use of personal devices for work, and protocols for accessing sensitive data.
The policy should also include guidelines for the onboarding process, such as mandatory cybersecurity training, acceptable use of company resources, and reporting suspicious activities. Make sure employees are aware of the consequences of failing to adhere to security protocols and provide regular reminders of best practices.
Including clear policies in your employee handbooks and onboarding materials ensures that security is an integral part of your organizational culture.
Continuous monitoring and auditing are essential for ensuring that remote employees are adhering to your security protocols. Implementing monitoring tools allows businesses to track access to sensitive data, detect unusual behavior, and identify potential security risks before they escalate.
Some of the practical real-time uses of security include Security Information and Event Management (SIEM) solutions to help in monitoring data for security threats for businesses. These tools gather logs from endpoints, networks, and servers and raise an alarm when such logs exhibit patterns of a breach.
Regular audits of remote employees’ activities help your business to maintain compliance with internal and external data protection laws. You can find out any weaknesses in the onboarding process by having an eye on the access to the restricted textual data and checking that employees are rid of security measures.
It also highlighted that getting remote onboarding right is not only a security issue of preventing the loss of data but also the legal and other compliance factors that need to be observed as well. It has been clearly established that through digital signatures, contracts and documents can be signed remotely.
Making use of e-signatures guarantees that all the agreements and contracts are signed in a legally advisable and secure manner.
This also helps minimize the chances of fraud and allows organizations to meet the requirements of rules such as GDPR and HIPAA where needed.
Securing the onboarding process for remote employees is a critical part of protecting sensitive data and ensuring compliance with industry regulations. By implementing robust identity verification, secure communication channels, and access control, businesses can create a secure environment for remote hires to thrive.
Training employees on cybersecurity and practicing as well as monitoring activities are part of key strategies for avoiding a data breach. By implementing these best practices, the companies can safely include remote candidates in the employees’ list and not worry about cyber threats and leaks.
Author:
This article is written by a marketing team member at HR Cloud. HR Cloud is a leading provider of proven HR solutions, including recruiting, onboarding, employee communications & engagement, and rewards & recognition. Our user-friendly software increases employee productivity, delivers time and cost savings, and minimizes compliance risk.