What would be your first concern when you think about an ERP implementation? It is very common to have a number of worries. The prominent among them will be the finance and the data security of the ERP you are planning to use.
In the modern world, with the emergence of Artificial Intelligence and the Internet of Things, data security is becoming a major concern for many. From chat boxes to social media platforms and from bank transactions to official document management are facing security issues. As many small and large business enterprises are depending on ERP platforms for data management we can take a glance at the security aspects of ERP in this blog.
The key security threats an ERP experiences?
Here, we can discuss the key security challenges faced by an ERP. As ERP became popular only recently many of the security challenges are being addressed and the ERP developing companies are working hard to address all existing and expected security threats.
We can list out a few major challenges.
Unrestricted Access Rights
This could be considered as the most important challenge faced by an ERP user. Many ERP tools, especially those which are not updated frequently face this issue. In many ERP systems, the default setting permits access to all users.
So to handle this situation, the investor should make sure that the access is restricted and the ERP has sufficient features to support this.
In an organization, the access rights will depend on the type of document and the types of operations required. An efficient ERP tool that allows access restriction can help you address this issue.
Out-dated ERP versions
An ERP gets enhanced during every new version release of the software. Your older version may be operating efficiently to meet your requirements but a lack of enhancements will affect the security of the stored data. As security issues change with time, newer versions will be competent to address more security issues.
Lack of proper training for employees
Data security cannot be managed by one person or by a group of persons. Instead, it requires the support of the whole organization to maintain data security. Adequate training to employees on security features and the dos and don'ts will help them comply with the security guidelines and work accordingly.
Use of multiple software tools
Though a company may be depending on a specific ERP for managing the operations, they may also be using their old ERP for managing some operations. Some of the employees may be using some other software tools for their ease. Such tendencies could pose a serious threat to security aspects.
Failure to comply with specific security rules
ERP tools especially those dealing with financial management may require the use of credit card details and other confidential details. There may be localized rules for the use of such details. If an ERP tool does not support the rules it can pose security hazards.
Single Authentication
As we know, many ERP systems use authentication to ensure safety. The authentication passwords are usually controlled with a single factor. But, as the situation is changing and security threats are increasing One Factor Authentication is not enough to ensure complete security to the data. Instead, a user can choose two-factor authentications which will improve the security of the system by strengthening password security.
How can we address the data security issues of an ERP tool?
We now know the major security challenges faced by our ERP. The challenges may vary depending on the ERP tool and the version of the ERP tool that you are using. However, an investor should always be prepared to handle all types of data security issues with the help of proper planning and management.
Now we can check the major measures that we can initiate to address the ERP security issues.
As ERP handles highly sensitive documents and records, the security should be high.
Let us list out the key measures to prevent data loss and mismanagement
Categorize
Every organization will have different departments and different employee groups. In the same way, they may also have different tasks and operations. So what is important is to categorize the records and manage all the documents based on the level of security required. The documents requiring utmost attention and the contents which are managed only by higher-level officials should also be categorized.
Introduce a solid data security management support
This team can frequently assess the security issues and lapses. This will help them to prepare new strategies and manage them efficiently. Timely alerts to the employees will also be made possible with their support. They will also be able to follow IT Security management guidelines.
Remain alert about IoT security
As all ERP systems are now connected to many external devices which are part of the Internet of Things, there should be a proper system to manage and monitor the security aspects of these devices. The devices should be protected from hackers.
Train
Train the employees at all levels to manage all security systems of the ERP. A manager should be aware of access rights and should know how to restrict access. In the same way, the accounts officer should be trained enough to manage financial documents. The CRM team should also be trained about the privacy rights of the customers and the importance of secure handling of customer documents and company documents.
Secure management
Data backup management and the use of data encryption facilities should be used to secure the documents. Such actions will protect the data from being misused.
Study the operations of the organization and plan security management
As every organization engages in different types of operations, their security needs will also vary. For example, a forensic lab operates differently from a food processing unit. The forensic lab may need high-end security features whereas the food processing unit will need a lighter version to prevent the misuse of money and resources.
There are different things that have to be taken care of while managing an ERP tool and ensuring the security of data. We can also discuss the key security features of Odoo. Stay tuned and continue to follow our blogs for more information on ERP security.