IT Managed Service Provider for Staffing Agencies
A recruiter's job is to open attachments from strangers all day, which makes a staffing agency the easiest phishing target in any office park. The applicant tracking system holds Social Security numbers, I-9 documents, background checks and pay rates for thousands of people who trusted the agency with them, recruiters work from home and from client sites on whatever device is closest, and the payroll department moves money for temporary workers every week. NetSys provides IT services for staffing agencies that assume the inbox is hostile and protect the candidate data behind it.
The short answer
NetSys is an IT managed service provider for staffing agencies and recruiting firms. We run the help desk, sandbox the resumes recruiters must open, protect the applicant tracking system with named logins and multifactor authentication, keep I-9 and background documents in restricted storage, and check every deposit-change request with a verification rule. Agreements run month to month.
Sound familiar?
- A resume attachment that installed malware, because opening resumes is the job
- Candidate Social Security numbers and I-9 scans in a shared drive open to the whole office
- Recruiters on home laptops and personal phones with the ATS logged in permanently
- A temporary worker's direct deposit changed by an email that was not from the worker
- Client contracts requiring security controls the agency has never documented
- An AI screening tool adopted by a recruiter without anyone checking what it does with candidate data
What we deliver for staffing agencies
An Inbox Built to Open Strangers' Files
- Attachment sandboxing and link protection so a malicious resume detonates somewhere harmless
- Filtering tuned for fake-applicant, fake-client and payroll-change lures
- Email authentication so your domain cannot be spoofed to candidates or clients
- Short, repeated training with examples from your own recruiters' inboxes
Candidate Data, Controlled
- Multifactor authentication and named logins on the applicant tracking system, CRM and job boards
- Role-based access so a recruiter sees candidates, not the payroll file
- Encrypted email for offer letters, I-9 documents, background and drug screening results
- Retention and disposal rules for records the agency is required to keep and then destroy
Recruiters Anywhere, Devices Managed
- Laptops and phones under device management with encryption and remote wipe
- Conditional access that blocks the ATS from unmanaged devices
- Onboarding for high recruiter turnover and offboarding that closes every login the same day
- Teams Phone integration so recruiters call from a managed number
Payroll Protection, Continuity and AI
- Verification rules and filtering for direct deposit and invoice changes
- Immutable backups of ATS exports, payroll and client billing data, with restores timed
- Security evidence for client contracts and vendor questionnaires
- AI recruiting and scheduling tools evaluated for data handling and, where required, bias audit obligations
Candidate-data rules for staffing firms
Staffing agencies hold identity, employment and screening records for thousands of people. These rules shape how long the records are kept, who can reach them and how they are destroyed. We implement the controls; interpreting them for your operation stays with counsel.
Form I-9 retention and electronic storage (8 CFR §274a.2)
As the employer of record, an agency keeps each I-9 for three years after hire or one year after employment ends, whichever is later. Electronic I-9 systems need access limited to authorized staff, backup and recovery, trained users, and a secure record of every access and change (§274a.2(g)).
NYC Local Law 144 (automated employment decision tools)
In New York City, employers and employment agencies may not use an automated employment decision tool unless it had a bias audit within the past year, a summary of the audit is public and candidates received the required notices, which the city says come 10 business days before use.
FTC Disposal Rule (16 CFR Part 682)
Anyone holding consumer report information, background checks included, must dispose of it with reasonable measures, such as shredding paper and destroying or erasing electronic media so it cannot practicably be read or reconstructed. That covers retired laptops and old ATS exports as much as paper files.
NY SHIELD Act (GBL §899-aa)
Candidate Social Security and driver's license numbers are private information whenever they are unencrypted. If they are exposed, affected New Yorkers must be notified within 30 days of discovery, and the Attorney General, the Department of State and the State Police are told as well.
This is general information, not legal advice. Confirm your obligations with counsel.
Staffing and recruiting software we support around
Agencies run an applicant tracking system, a back-office or payroll platform, sourcing tools and client VMS portals. We manage the devices, sign-ins and email security around them and coordinate with each vendor when their product is the problem.
- Bullhorn
- Avionté
- TempWorks
- LinkedIn Recruiter
- SAP Fieldglass
DocuSign
Product names are their owners’ trademarks. We manage the devices, accounts and access around these applications and work with each vendor’s support. A listing here doesn’t mean we resell an application or partner with its maker.
IT services for a staffing agency after a resume that was not a resume
The specific engagements behind this profile are under NDA, so it is written as a generalization rather than a named client. Our published, client-approved outcomes are in case studies.
A staffing firm placing administrative and light industrial workers had a recruiter open a resume that installed a credential stealer. Within days, a payroll clerk received a convincing request from a placed worker to change direct deposit details, and the money went to a criminal. The applicant tracking system had one login per team, shared. Candidate I-9 scans lived in a folder every employee could open. Two large clients had recently added security requirements to their staffing agreements.
- Attachment sandboxing and link protection deployed on every mailbox, with filtering tuned for applicant and payroll lures
- Named ATS and CRM logins with multifactor authentication and roles that separate recruiting from payroll
- Candidate documents moved to restricted libraries with access by role, and encrypted email for anything leaving the firm
- A verification rule requiring a phone call to a known number before any deposit or invoice change
- Device management for every recruiter laptop and phone, conditional access on the ATS and a written control summary for the client agreements
The intended result is resumes opened in a sandbox first, deposit-change requests that trigger a phone call before anything changes, and clients' security requirements answered with a document describing controls that exist.
Staffing & Recruiting IT FAQs
Do you provide IT services for staffing agencies with recruiters who work remotely?
Yes. Remote and hybrid recruiters are the norm, and the controls are built for it: managed laptops and phones with encryption and remote wipe, conditional access so the ATS is reachable only from a managed device, a help desk that answers wherever the recruiter is, and offboarding that closes every login the day someone leaves. The agreement covers the whole firm regardless of where people sit.
How do we stop phishing when recruiters have to open attachments from strangers?
Accept that attachments will be opened and make opening safe. Every attachment and link is detonated in a sandbox before it reaches the inbox, endpoint detection watches for what a malicious file tries to do, and macros from the internet are blocked. Filtering is tuned for the lures aimed at recruiters: fake applicants, fake clients and payroll changes. Training is short, repeated and uses real examples from your own inboxes.
What data protection laws apply to a staffing agency?
State laws on personal information apply to candidate data, and in New York the SHIELD Act expects reasonable safeguards and breach notification for residents' private information. Employment records carry their own retention rules, and I-9 documents must be kept and then destroyed on a schedule. Client contracts often add requirements. We implement the technical safeguards and keep the evidence; interpreting the rules for your operation stays with your counsel.
Is it safe to use AI tools for screening candidates?
It can be, with care. Check what the tool does with candidate data and where it sends it, keep candidate information inside systems you control, and know that New York City requires bias audits and candidate notices for automated tools used to screen for jobs in the city. Scheduling and note-taking tools are lower risk than ranking tools. We evaluate what recruiters want to adopt and set it up so the data stays yours.
Can you help us meet a client's security requirements?
Yes. Clients increasingly write multifactor authentication, endpoint protection, encryption, background-check data handling and incident notification into staffing agreements. We put those controls in place as part of normal operations and produce a control summary the client can accept. Firms pursuing a SOC 2 report use the same foundation, so the work is not repeated later.
Do you require a long-term contract?
No. Staffing agreements run month to month, and the fee follows internal headcount as recruiting teams grow and shrink with the market. An agency that has watched clients come and go understands why we would rather be re-chosen every month than locked in.
Is an IT managed service provider the same as a staffing MSP?
No. In staffing, an MSP runs a client's contingent-workforce program and manages its staffing suppliers, usually through a vendor management system. NetSys is an IT managed service provider: we run the technology inside staffing agencies, including the devices and secure logins recruiters use to work in client MSP and VMS portals.
What does an IT managed service provider do for a staffing agency?
It runs the agency's technology so recruiters can keep placing people. That means help desk support, 24/7 monitoring for managed clients, email defense built for opening resumes, protected ATS and payroll access, managed laptops and phones, encrypted email for offer letters and I-9 documents, and backups with timed restores. Security evidence for client contracts comes with it.
How much does a managed service provider charge a staffing agency?
NetSys charges per user per month and publishes no price list. The quote follows internal headcount rather than placed workers, plus devices, remote recruiters, email security scope, compliance evidence for client contracts and on-site needs. Because recruiting teams grow and shrink with the market, the fee adjusts month to month, without a long-term contract.
Can recruiters use personal phones for work?
They can, with guardrails. A personal phone gets a managed work profile or app protection policies, so the ATS, email and candidate files stay in a container we can wipe without touching personal photos. Conditional access blocks the ATS from devices that are not enrolled, and offboarding removes the work data the day someone leaves.
How do you protect payroll from direct deposit fraud?
With a verification rule. Any request to change a worker's bank details is confirmed by phone at a number on file, never one supplied in the message. Email filtering cuts the lures that reach payroll, multifactor authentication makes a stolen password insufficient, and training uses real attempts from your own inboxes.
Guides for staffing & recruiting leaders
- AI Recruiting Tools: What Small Firms Should Know
- Email Encryption
- NY SHIELD Act Questions Answered
- Security Awareness Training
- cutting a departing employee's access
- AI governance for recruiting and screening tools
- Recruiter access across the ATS and job boards, granted and removed on time
- Managing recruiters' laptops and personal phones
Other industries we support
Services behind this work
Scope support around the way your team works.
Tell us which applications, locations and deadlines matter to your staffing & recruiting team. We will discuss support, security, backup and project responsibilities in one clear scope.