The cloud is like a storage unit. You rent the space you need from a services provider, and you can put the items of your choosing in the unit. They supply a lock – or in the cloud’s case, an authentication code – and your items are locked in there until you take them out. There’s another user’s unit right next to yours, but it has a different lock. They could be from across the world, and their files lay a few cyberfeet from yours.
The features and capabilities cloud-based systems provide to businesses can be helpful for collaboration, storage, productivity, and more. Without careful planning and protection of data, cloud permissions can be compromised. Businesses using these innovative technologies need to be mindful that some people have malicious intentions and are trying to test the cloud’s limits. However, businesses can protect themselves by knowing the four common security threats to their data, from inside the organization.
Lack of knowledge
Knowledge of the new technology is the best defense against potential attackers and threats to businesses utilizing cloud storage and operation solutions. By conducting research and gathering information, companies can find information such as reputable providers and best practices for using cloud systems.
Gathering knowledge on cloud services keeps users in the know and allows them to take advantage of the latest technologies.
Complacency can be a problem in several areas of business, including HR, management, finance, and IT (to name a few). Security is an area where complacency can damage a business’ capital and reputation. By ignoring new trends and neglecting updates associated with their cloud-based systems, businesses put their personal documents and information at risk.
Using the latest technologies and updating security measures allows businesses with cloud operations to sustain their strategy and continue to grow.
Careless document transfer
Your files may be protected in an online electronic filing system, but that doesn’t mean they are safe (or will be safe in the future). Users often forget that placing files in a secure system doesn’t mean they are secure in the first place. Whether tainted by an employee or an unauthorized individual in your on-premise network, infections can spread to others in your cloud system following entry.
Users of a document management system must also be mindful of the recipients of outbound files. They must ask:
- Is the receiver’s network safe?
- Will my files remain private?
- Can I trust them with my documents?
To maintain file security, businesses should conduct audits and scans on files, along with determining the safety of an external recipient’s networks.
In a cloud-based system, businesses have the freedom to control permissions of all users, but these privacy settings don’t guarantee the device they’re using is secure. Because of the mobility and compatibility granted by cloud document solutions, employees can access the system on public networks or personal devices. If these networks or devices contain malicious content, it could be transferred to your cloud network by employees.
To avoid uncertainties associated with personal devices and public networks, companies can issue their employees designated work devices and set guidelines for usage.
The cloud can be a scary place for businesses using it without the proper security measures. Maybe for others, ignorance is bliss, and they love the access they receive from anywhere with an internet connection. There are numerous cloud options your business can implement. For an increasingly global work environment, a cloud collaboration solution is necessary for business success. Your files will never be 100 percent safe, but you can take actions to make them as safe as possible. Visit Doccept’s security page to learn about our solutions, custom tailored to different businesses.