Electronic Filing

National Cybersecurity Awareness Month is back this October for its 18th year to help educate and highlight the importance of cybersecurity. Spearheaded by the Cybersecurity & Infrastructure Security Agency (CISA) and the National Cyber Security Alliance (NCSA), the continued overarching theme is Do Your Part. #BeCyberSmart. By raising awareness through education, the initiative encourages individuals and organizations to take proactive steps to be safe online. 

CEOs worldwide have claimed that cybercrime is the #1 risk that will affect companies in the future. The cleanup and sustained damage after a security breach are expensive. The loss of sensitive data and trust with customers can cause irreversible damage to an organization’s reputation. 

• The average total cost of a data breach in 2020 was $3.86 million and took an average of 280 days to identify and contain. (IBM)
• 61% of data breaches used compromised credentials. (Verizon Data Breach Investigations Report)
• Phishing attacks account for more than 80 percent of reported security incidents. (Verizon Data Breach Investigations Report)
• Nearly two-thirds of companies have 1,000+ files open to every employee. (Varonis)

The good news is that there are many steps individuals and businesses can take to enhance their cybersecurity without requiring a significant investment or the help of information security professionals.

7 Tips to Share During Cybersecurity Awareness Month 

• Double your login protection. Enable multi-factor authentication (MFA) for all accounts and devices to ensure that you are the only person who has access to your account. 
• Shake up your password protocol. According to the National Institute of Standards and Technology (NIST) guidance, you should consider using the longest password or passphrase permissible. 
• If you connect, you must protect. The best defense against viruses and malware is to update to the latest security software, web browser, and operating systems. Sign up for automatic updates, if you can, and protect your devices with anti-virus software. 
• Play hard to get with strangers. Cybercriminals use phishing tactics, hoping to fool their victims. If you’re unsure who an email is from—even if the details appear accurate—or if the email looks’ phishy,’ do not respond and do not click on any links or attachments found in that email. 
• Never click and tell. Limit what information you post on social media—from personal addresses to where you like to grab a coffee. Keep Social Security numbers, account numbers, and passwords private, as well as specific information about yourself, such as your full name, address, birthday, and even vacation plans. 
• Keep tabs on your apps. Check your app permissions and use the “rule of least privilege” to delete what you don’t need or no longer use. Only download apps from trusted vendors and sources.
• Stay protected while connected. Only use sites that begin with “https://” when online shopping or banking. If you use an unsecured public access point, avoid sensitive activities (e.g., banking) that require passwords or credit cards. 

As individuals or business leaders, we should all approach cybersecurity with care in owning, securing, and protecting all our online accounts and the sensitive information of our employees. 

Do Your Part. #BeCyberSmart

#CybersecurityAwarenessMonth

Take the Lead in Cybersecurity for Your Organization Today

Learn why successful HR leaders have trusted DynaFile as their secure employee file management solution for over 20 years.

Contact us today to see a demo or discuss further with a brief discovery call. We look forward to hearing from you!

Paper forms are still a reality for many professionals in the Human Resources department.  Even if some forms can be completed and signed digitally, there is often an opportunity to streamline the process further.  Here are a few solutions for personnel forms to get your team ready for 2020. 

Custom Templates

One of the most common challenges with your HRIS or Payroll system’s “onboarding” module is the limitation on types of forms that can be completed.  Many times you are limited to only standardized tax forms.  

But, what about forms that are specific to your organization or industry?  There are tons of companies that still use paper forms for things like policy acknowledgements, performance evaluations, employee change forms, PTO requests, and more. 

A digital signature solution that is flexible enough to handle your custom forms is essential for driving paper out of the HR department.  DocuSign, for example, is a popular option that does not limit the types of forms that can be used.

Automatic Filing

After forms are completed and signed digitally, where do they land?  A lot of HR teams find that their HRIS or Payroll system does not provide a compliant way to manage employee documents digitally.  So, onboarding forms are still printed and added to a traditional paper personnel folder. 

An electronic filing solution that is designed for HR should make long-term compliance easy.  DynaFile, for example, will automatically file your completed forms in the cloud after the signature process.  Each form is tagged individually so the system can:

1. Save all documents in the correct location;
2. Control access to sensitive documents like I-9 and Medical;
3. Show you missing or expiring documents in staff folders

Audit Tracking

Receiving a file request from an auditor can be a stressful scenario, but it doesn’t have to be.  With your personnel files being tracked, you can always be sure staff folders are up-to-date with required documents. 

Reports can show your team if folders are missing documents or include forms that need to be updated.  You can even provide a secure link to auditors so they receive a copy of the documents they request remotely.

Next Steps for 2020

If you would like to fine tune your forms and file management process for 2020, contact us today.  DynaFile provides a shortcut to the cloud and lasting compliance tools that save HR time long-term. 

Take a look at how organizations like San Diego Zoo utilize DynaFile and DocuSign to streamline the HR department:

Case Study:  San Diego Zoo – Paperless HR