How can you secure time tracking data from unauthorized access?

Access Controls: Implement strict access controls to ensure that only authorized personnel have access to time tracking systems and data. Assign user roles and permissions based on job responsibilities. Limit access to sensitive information to only those who need it. User Authentication: Enforce strong authentication methods, such as complex passwords, two-factor authentication (2FA), or biometric authentication, to prevent unauthorized logins. Regularly update and review user credentials, especially when there are changes in personnel or job roles. Encryption: Encrypt time tracking data during transit and at rest to protect it from interception and unauthorized access.

Revolving password change requirements Regular roster access review with red flags Unauthorized access notifications Partner with IT. If unauthorized access is happening, defenses are too weak and ineffective

In market many products are available with good security features like biometric, SSO, MFA, GPS based Geo-Tagging, Wi-Fi based Geo-Tagging restriction, and also IP based restriction. Combination use of features can ensure that right person, at the right time and place have access of the system. Also, all these softwares have configuration with data encryption, retention on need basis and anti virus system as well. Based on company's requirement local labor law and data protection rules, one can choose a product or product mix.

Train and sensitize employees about company's policy, local labor laws, expectation about discipline and consequences upon breach of any policy/guideline. You can send frequent mailers on some key policies and also occasionaly highlight them on internal portal. To ensure adption of safe and secure acess practices soft nudges work better like notifications on portal, mailers, sometimes yearly mandatory courses.

Access should given considering employee's role, responsibility, and location. Enhanced or privileged access should be given after proper approval process and for some special cases, make it temporary with end dates in near futre, to ensure authenticity and credibility. In timekeeping softwares, historical data will be there. Access to edit such past data should be given to higher ranked managers or payroll admin only. Company should follow 'Just Enough' policy while providing access to timekeepig tools and devices.

Timely audits and daily/weekly monitoring is must for the timekeeping data. Monitoring helps to correct data before process of payroll or sign off. Audit ensures best practices and right methods are used to capture and process the timekeeping data. Audit also helps to find out anamolies or some patterns in entire process and create check points while monitoring. Report and audit facilties of HCM products are useful for this. However, companies can use third party softwares/tools as well after feeding their data in to that system.