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How to streamline your employee onboarding and offboarding process

How to streamline your employee onboarding and offboarding process

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.


Increased Security

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, Paylocity, Justworks, Quickbooks Payroll, Run Powered by ADP, Square Payroll, and Trinet.

Access Management 

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.

Continuous Monitoring

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 sales@vanta.com

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Access Review Stage Content / Functionality
Across all stages
  • Easily create and save a new access review at a point in time
  • View detailed audit evidence of historical access reviews
Setup access review procedures
  • Define a global access review procedure that stakeholders can follow, ensuring consistency and mitigation of human error in reviews
  • Set your access review frequency (monthly, quarterly, etc.) and working period/deadlines
Consolidate account access data from systems
  • Integrate systems using dozens of pre-built integrations, or “connectors”. System account and HRIS data is pulled into Vanta.
  • Upcoming integrations include Zoom and Intercom (account access), and Personio (HRIS)
  • Upload access files from non-integrated systems
  • View and select systems in-scope for the review
Review, approve, and deny user access
  • Select the appropriate systems reviewer and due date
  • Get automatic notifications and reminders to systems reviewer of deadlines
  • Automatic flagging of “risky” employee accounts that have been terminated or switched departments
  • Intuitive interface to see all accounts with access, account accept/deny buttons, and notes section
  • Track progress of individual systems access reviews and see accounts that need to be removed or have access modified
  • Bulk sort, filter, and alter accounts based on account roles and employee title
Assign remediation tasks to system owners
  • Built-in remediation workflow for reviewers to request access changes and for admin to view and manage requests
  • Optional task tracker integration to create tickets for any access changes and provide visibility to the status of tickets and remediation
Verify changes to access
  • Focused view of accounts flagged for access changes for easy tracking and management
  • Automated evidence of remediation completion displayed for integrated systems
  • Manual evidence of remediation can be uploaded for non-integrated systems
Report and re-evaluate results
  • Auditor can log into Vanta to see history of all completed access reviews
  • Internals can see status of reviews in progress and also historical review detail

PCI Compliance Selection Guide

Determine Your PCI Compliance Level

If your organization processes, stores, or transmits cardholder data, you must comply with the Payment Card Industry Data Security Standard (PCI DSS), a global mandate created by major credit card companies. Compliance is mandatory for any business that accepts credit card payments.

When establishing strategies for implementing and maintaining PCI compliance, your organization needs to understand what constitutes a Merchant or Service Provider, and whether a Self Assessment Questionnaire (SAQ) or Report on Compliance (ROC) is most applicable to your business.

Answer a few short questions and we’ll help identify your compliance level.

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Does your business offer services to customers who are interested in your level of PCI compliance?

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Identify your PCI SAQ or ROC level

The PCI Security Standards Council has established the below criteria for Merchant and Service Provider validation. Use these descriptions to help determine the SAQ or ROC that best applies to your organization.

Good news! Vanta supports all of the following compliance levels:

SAQ A

A SAQ A is required for Merchants that do not require the physical presence of a credit card (like an eCommerce, mail, or telephone purchase). This means that the Merchant’s business has fully outsourced all cardholder data processing to PCI DSS compliant third party Service Providers, with no electronic storage, processing, or transmission of any cardholder data on the Merchant’s system or premises.

Get PCI DSS certified

SAQ A-EP

A SAQ A-EP is similar to a SAQ A, but is a requirement for Merchants that don't receive cardholder data, but control how cardholder data is redirected to a PCI DSS validated third-party payment processor.

Learn more about eCommerce PCI

SAQ D
for service providers

A SAQ D includes over 200 requirements and covers the entirety of PCI DSS compliance. If you are a Service Provider, a SAQ D is the only SAQ you’re eligible to complete.

Use our PCI checklist

ROC
Level 1 for service providers

A Report on Compliance (ROC) is an annual assessment that determines your organization’s ability to protect cardholder data. If you’re a Merchant that processes over six million transactions annually or a Service Provider that processes more than 300,000 transactions annually, your organization is responsible for both a ROC and an Attestation of Compliance (AOC).

Automate your ROC and AOC

Download this checklist for easy reference

Questions?

Learn more about how Vanta can help. You can also find information on PCI compliance levels at the PCI Security Standards Council website or by contacting your payment processing partner.

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