A good onboarding and offboarding program offers two important opportunities to ensure the compliance and security of your company’s data. When a new employee is onboarded, they are excited and fully engaged. This is an excellent time to not only set up their new computer securely but also to instill a culture of data security via security training and education. Offboarding is another critical time for security. Once an employee leaves or changes roles, you should verify they no longer have access to company applications, or adjust access as needed based on their new responsibilities.
As your company grows, it becomes more important—and more difficult—to ensure employees are onboarded and offboarded properly. Manually monitoring your controls and tracking the status of each security policy, background check, security training, and application access for all new and former employees puts you at serious risk of a data breach—not to mention takes hundreds of hours away from your team every year.
Why automation is important
Monitoring automation software is the key to increasing onboarding and offboarding security. Software relieves you of the critical IT task of verifying employees are offboarded from all systems when they leave and ensures current employees are always compliant and up-to-date. All while giving you a real-time, 24/7, company-wide view of your security posture.
Automation software makes sure your security program runs seamlessly in the background—regardless of whether you are in an audit period or not. This means you can always verify the right employees have permissions to the right tools and that you are alerted if someone has access they shouldn’t. Making sure the correct controls are in place for customer data, confidential information, and system availability, helps you prove to customers, prospects, and partners that your business is always secure.
Save Time and Eliminate Error
Maintaining spreadsheets and checklists not only takes a lot of time, but also means relying on busy people to remember repetitive tasks. And when there are more important or time-sensitive projects in the queue, ensuring that an ex-employee is fully offboarded often takes a backseat. With automation, these mundane duties are taken off the team's plate, but you are still alerted if and when there is a risk to the organization's security.
Faster and Less Expensive Audits
Rather than drawing you and your team members into the extensive process of manual evidence collection and systems monitoring, an auditor can leverage the data collected within your system to complete a smooth and effective audit. With automation, you also reduce the chance that surprises will pop up during your audit window, like finding a former employee who was not properly offboarded.
What you should look for with automation
Security automation software, such as that offered by Vanta, should leverage read-only integrations and be able to keep track of who has access to what systems, not just offer forms and checklists for your employees to utilize. What was once a manual process is transformed into an automated system that constantly tracks background checks, security awareness training, gets employees to sign off on policies, and alerts your team if an issue arises.
HR System Integration
Integrating directly with an HR system means accurate employee start and end dates are automatically imported directly into your security monitoring system. This allows you to easily pull reports or identify security risks, such as a previous employee who still has email access after their end date.
Vanta’s security monitoring platform integrates with many major HR systems, including Rippling, Gusto, Bamboo HR, Zenefits, Paycor, Paylocity, Justworks, Quickbooks Payroll, Run Powered by ADP, Square Payroll, and Trinet.
If someone changes roles or leaves, it’s vital all the services they have access to are surfaced so adjustments can be made to their access rights, or accounts can be disabled entirely. Ensuring the right people have access to the right things is critical in managing your security program.
Remaining compliant is more than just remembering to deactivate former employees every few months or only checking during an audit window to see if all employees are up-to-date on their security training. To truly remain secure, your company’s software, admin, and security systems should be continuously monitored to identify security risks - for example, a new employee who has yet to complete their background check.
Reporting & Alerts
During an audit period, your auditor will need to be able to gather evidence to prove you are compliant. Continuous monitoring makes it far less likely you’ll encounter surprises during your audit window - and allows you to take immediate action if a threat to your security does arise.
Compliance automation software takes the guesswork out of employee onboarding and offboarding so your organization's data remains secure.
Have questions, or want to ask how to automate your employee onboarding and offboarding to become SOC 2, HIPAA, or ISO 27001 compliant? Request a demo or reach out to firstname.lastname@example.org.