As we continue to invest more storage in the cloud – how can we maintain a level of high-security?

Cloud computing has changed the landscape for businesses when it comes to records management. It has provided the convenience and accessibility of on-site archives without the investment or required space. However, as we move into a more digital reality, the emphasis on cyber security is fresh in the minds of many business owners and employees. There are certain actions users should take to maintain a high level of security to protect the information stored in the cloud. Here are a few things you can do to protect your data.

Create Stronger Passwords

Large data breaches are often linked back to negligence in password protection. There are a number of common mistakes that can have serious consequences when it comes to protecting online information. The repeated use of passwords across multiple different accounts and the use of easily guessed passwords is still one of the top entry points for hackers to gain access to personal or sensitive information. Using strong passwords should be a top priority. To make a password that is both difficult to guess or hack but easy to remember, try using a phrase style password, but only use the first letter or number of each word. The key is to avoid creating passwords with recognizable words as those are easy to guess or hack.  

Of course, avoid passwords such as 123456, birthdays, names, common words, and anything with the word “password” in it. These passwords are easily guessed and can result in loss of data, identity theft, or corporate espionage. Also remember to change passwords frequently to make sure that they are that much more difficult to guess.

Browse Smarter

Accessing files remotely can expose your company and your data. Make sure you and your staff know how to work on the road without exposing your company to any unnecessary risks. Avoid logging on to the corporate intranet when connected to a questionable network or hotspot. Don’t allow employees to use unprotected devices or download unnecessary or unapproved apps or software programs. Make sure that when employees are out and about their work computers are protected in case of theft or damage. Make sure that your team is not exposing your data to theft, hacking, or worse, when they are on the road or at home. This requires a strong cyber-security policy and regular enforcement of rules.

Security Culture

The increase in cyber security concerns calls for an increase in cyber security awareness. Best practices should become second nature to your staff and should be woven into the workplace culture as a whole. Sharing the knowledge needed to educate employees about the risks involved with cloud storage and the necessary precautions everyone should take to protect the security of the company is the first step toward building a strong culture of security.

For more advice on how to better protect your data, connect with the Happy Faces Records Management team today.
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