Is It Safe to Store Business Data on the Cloud?
Cloud computing is now thoroughly integrated with the operations of many businesses all over the world. Saving data to such services is incredibly easy and useful, and so more files are being uploaded to these services than ever before, for both personal and corporate use.
However, it is crucial to fully understand the potential risks involved in migrating your sensitive client information to the Cloud. Many users are not aware of how to protect their data from a security breach.
Here is everything you need to know the dangers of working in the Cloud, and how you can combat them to keep your business data safe.
What is the Cloud?
The Cloud has become so omnipresent that many people don’t even realise that they have used these services. For example, Google Docs, Office 365, Netflix, Dropbox and Microsoft Azure all work this way. Even your personal emails are stored on some form of cloud.
Essentially, these services are run through the internet rather than your personal device. A third-party server is used to save and store the files/data that you use. You access these files via your account from any device (such as a mobile phone) connected to the internet instead of needing to log on to a computer from a certain location such as the work office.
Why is it so Popular?
These services are hugely popular for a wide array of reasons. For example, because:
Files are easily shared between individuals in and outside the organisation.
Multiple people can access and collaboratively work on a document at the same time, facilitating real-time feedback and boosting productivity.
It saves you storage space on your company computers and personal devices.
Your client/personal information is protected if the device is stolen or otherwise damaged.
How Can My Business Data Be Compromised?
Data stored this way can still be at risk, despite the fact that your files are kept in a cloud rather than saved on a local device or company server.
Unfortunately, cybercriminals have many tools and creative methods. These are some of the ways that your organisation’s sensitive information could be compromised, which you will want to consider before moving to a more Cloud-based workflow:
Hackers can obtain your passwords, giving them access to your account and therefore your files. Set up strong passwords that will be difficult to hack. Ensure you change your password often and set up a policy for office users that enforce certain characters and require it to be changed on regular schedule. Setting up Two-Factor Authentication (2FA) also adds an extra layer of logon security.
Data can be intercepted in transit if the service does not use end-to-end encryption. Always check that your business is using websites with HTTPS (not HTTP) in their URLs. This additional ‘s’ indicates that the site form is secure.
Users may also be negligent if they don’t know the risks. Commit your staff at all levels of the company to change their passwords regularly and ensure that all your end users are trained in basic cybersecurity best practices. They should not share their password with anyone, even if they claim to be from technical support.
The storage service itself may be hacked. Check the history of the provider to make sure they have an excellent track record of keeping their clients’ information secure.
How Can I Keep My Business Data Safe?
Many elements of your standard securing arsenal also apply to Cloud systems. For instance, protecting sensitive information by using password managers and Two-Factor Authentication (2FA) for all corporate accounts is essential.
It is important to carefully manage the connections between third party apps and your storage solution. Cybercriminals may not be able to access your account directly, but they could sneak in through a back door such as a linked calendar, shared file or email app. Remove any connected applications that are not being actively used in your workflow.
You should also avoid giving everyone in the company access to all the files in Cloud storage - if a hacker does gain access to an account, this will minimise the damage. While this is being set up, create identity and access controls whereby all users have access to the minimum needed for effective work. You can then extend the privileges temporarily as needed.
Similarly, switching on account alerts in the settings will inform you when there is new activity on your accounts, such as sign-ins, file removals or shared file access.
Other key defensive strategies that your organisation should adopt include:
Deactivating old devices when you upgrade your phone or laptop.
Signing out every time you are not using the cloud service.
Keeping your account recovery options enabled and up to date.
Encrypting your data.
Protecting your physical devices, especially mobile devices, to guard against unauthorised access.
Manually removing files from the recently deleted recycle bin, as documents are often kept here for several weeks or even months.
It is worth noting that certain storage applications give you the option of adding extra protections within the app settings. For example, you can require your staff to add a PIN code, Face ID or Two-Factor Authentication (2FA).
As you can see, while Cloud services offer huge advantages for businesses and can improve your team’s productivity, your company cannot afford to be complacent and neglect cybersecurity. Get in touch with Defended Solutions today for tailored expert guidance on how you can set up these defences and keep your company data secure.
