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Protecting HR Cloud Data

The Challenge

A private worldwide manufacturing company (WMC) with locations around the world needs to secure human resource (HR) data for over 4,000 employees and comply with various global regulations such as the European Union’s GDPR, Canada’s Personal Information Protection and Electronic Data Act (PIPEDA), Japan’s Personal Information Protection Act, and Taiwan’s Computer-Processed Personal Data Protection Law. WMC utilizes Workday for their HR Enterprise Resource Planning (ERP) system. Employees, managers, and HR teams access Workday through the online web portal. The challenge for WMC is how to protect data downloaded from the Workday portal onto users’ endpoints.

WMC utilizes Workday for their HR Enterprise Resource Planning (ERP) system. Employees, managers, and HR teams access Workday through the online web portal. The challenge for WMC is how to protect data downloaded from the Workday portal onto users’ endpoints.

The Solution

WMC adopted SecureCircle’s Data Access Security Broker (DASB). Now, data downloaded from the HR SaaS provider is automatically protected, with no change to the enduser experience. Users log in to the HR portal via a single sign-on identity and access management (IAM) solution. The IAM confirms SecureCircle installation on the device before authorizing the user login, preventing access to the HR portal from an unauthorized device.

Users perform all their tasks within the HR portal. There is no change to the workflow before or after SecureCircle was implemented. When the user downloads a file from the portal, such as a pdf or xlsx, it is automatically protected.

DASB automatically protects any data downloaded via the browser from the workday.com domain. All files are automatically protected and assigned to a predetermined Circle, which enforces access policies.

Protected data can be viewed and edited without any change to user behavior or workflow. SecureCircle is transparent to users and workflows. Authorized users don’t even notice DASB is protecting the data. Only unauthorized users will see error messages.

Authorized users can modify protected data, including using Save-As and copy-n-paste.When DASB detects digital DNA (dDNA) in new documents, the new documents will automatically be protected and assigned the same permissions as the original data. SecureCircle’s MagicDerivative feature works even as data moves from one file format to another. DASB works with any file type, file size, and application without limits. All while not changing file names or extensions.

Data is allowed to move to USB or cloud storage without risk of data loss. SecureCircle persistently protects data at rest, in transit, and even in use. Data on a USB or cloud storage would only be accessible by authorized users.

Before DASB, WMC would download files from the HR portal and rely on DLP to prevent the data from leaving the device. The challenges with DLP are (1) reliance on fragile classification fingerprints (2) unmanageable rule creation and monitoring for admins (3) the negative impact on end-users’ workflows.

DASB addressed WMC’s concern to protect HR data that moves from the cloud to companies’ devices regardless of file format. SecureCircle eliminates the risk of HR data leaking through accidental or malicious insiders while meeting compliance regulations. Data access attempts are logged for audits and reporting.

The Outcome

SecureCircle protects WMC against accidental and malicious data threats; they have full protection and control of HR data downloaded from the HR portal to local devices regardless of how the data is stored, shared, or consumed. Any action taken on protected data is tracked and becomes an auditable event. The inefficient DLP software is no longer required resulting in cost savings from significantly lower licensing and decreased operational overhead. SecureCircle improves morale and productivity among employees, protects HR data, meets compliance requirements, and saves a considerable amount of money for WMC.

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Protecting HR Cloud Data