HRMS contains sensitive and confidential information for the State of Washington’s 65,000+ employees. Access to the system and its data should be limited to those employees who have a business need.
As a licensed HRMS user, you are responsible for understanding the laws and policies for handling of confidential data. Here are some ways you can help protect confidential data:
Don’t screenshot confidential information.
When exporting sensitive or confidential data, consider the security of the file location; ensure unauthorized individuals don’t have access.
Don’t send confidential information via email or through other unencrypted electronic applications or devices.
If someone is looking over your shoulder, ensure they have authorization to view what’s on your screen.
Don’t share your passwords.
If you need assistance with identifying who you can share information with, or how you can share, contact your agency internal resources:
Privacy Officer
Public Records Officer
Legal Division
Security Officer
Agency Security Contacts
Agency security contacts work closely with the OFM HRMS Security Team to have appropriate roles added or removed from positions and to have employee user accounts set-up. Any exception requests for access to HRMS for unique purposes must be approved by OFM State Human Resources prior to requesting assistance from the HRMS Security Team. Agency exception requests should be submitted to StrategicHR@ofm.wa.gov, but will not be granted without detailed business rationale.
Please remember that each new HRMS professional user must complete the OFM HRMS Basics course prior to receiving HRMS access. OFM will not monitor this process, however, it is the responsibility of each agency’s HRMS Security Authorizer/Requestor to ensure this has taken place prior to requesting roles or access for a new user. In addition to the OFM HRMS Basics course, there are additional courses that may be applicable to a new user, depending on their role(s). All HRMS training can be found in the Washington State Learning Center.
Want to learn more about data security?
Visit WaTech’s Cybersecurity Awareness Month webpage to see what they have planned to celebrate Hacktober. All throughout the month, WaTech will share short videos, host cybersecurity escape rooms and quizzes, and more.
Questions?
Contact OFM State Human Resources at StrategicHR@ofm.wa.gov or the OFM HRMS Security Team at:
