6 cloud computing best practices to secure your business data
- Best practices include the use of randomly generated passwords, internal controls and physical security
- Staff training is also important as security risks are often a result of human error
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With businesses moving a large portion of their data and processes onto the cloud, it is inevitable that those who have yet to do so will begin to put some serious thought into cloud adoption and the security concerns that come along with it.
In this case, cloud security generally refers to ironclad controls within existing network infrastructure to ensure data integrity, continuity and protection of all digital assets.
In the past, the data of a business would have been stored on the company computer’s hard drive, protected within the office premises.
When migrating to the cloud, the business is essentially outsourcing that part of the IT operations to a third party. Understandably, such a huge transition and perceived relinquishing of control would make business owners feel nervous.
However, despite cost and resource constraints, small businesses today would still require highly secure cloud services in order to remain competitive.
Leveraging the expertise of cloud providers that prioritise cloud security would be SMEs’ best bet. Here, cloud service providers go to great lengths to protect clients’ data, deploying armed security personnel and setting up biometric access points and 24/7 CCTV monitoring to secure their data centres where they store and manage data, among other controls.
While these measures may seem excessive, it is security practices such as these that help business owners to sleep better at night knowing their data, along with those of their clients, are safe.
Some of the internal measures to safeguard business data are:
1. Restraint controls: These type of controls refer to in-built security mechanisms that warn hackers of the dangers and liabilities that they face if they attempt to enter the system illegally. Think of them as the tapes policemen tie at crime scenes warning people not to meddle with the investigation.
2. Investigative controls: They are meant to come into effect as soon as a hacker enters the system. A strong network monitoring and security system should identify the perpetrator immediately and prevent further damage.
3. Corrective controls: These are put in place to preserve the integrity of the data. So if a hacker tries to remove certain information or tamper with it, a corrective control will restore a prior system back-up, for example, so that there is always a copy of the original.
The art of security
High-profile hacking cases in recent years have made some businesses nervous about storing their data in the cloud. But in nearly every case, it’s not as simple as the cloud being the problem. More often than not, it's the way the cloud is used that causes issues.
Here are six key industry best practices to ensure your data – and those of your clients – are secure:
1. Set up data governance framework
A data governance framework helps identify who can access and use specific data, and outlines standards and procedures for overall integrity and security. A sound framework ensures that there are multiple layers in place before a data breach can occur, thus sharply reducing the possibility of this happening in the first place.
Start by establishing a governing body, typically the management team and key members of the IT department, and a defined set of procedures on employee access levels. That means that staff will have access only to the data they need.
2. Ensure passwords are secure
Require your employees to have long, complicated passwords that combine uppercase and lowercase letters, numbers and symbols, and that don’t include a predictable series such as “1234”. Better yet, generate a random password for users that can updated on a regular basis.
Make sure these passwords aren’t saved on documents or in email messages, as they might be exposed if someone hacks into your system or into your email service provider.
To access more sensitive data, you may put in place two-factor authentication. This means that in addition to the standard login, users will be required to provide another factor to authenticate their identity. This could be a unique code generated by a separate application, service or device, or something unique to the user – such as your fingerprint or voice. This reduces the risk of the account being accessed if a password is compromised.
You can also use password manager software, such as LastPass and Keeper, to help you remember multiple logins and to generate strong passwords. That way, you need to remember only one password to access the manager, which securely stores all of your other usernames and passwords for you.
3. Protect sensitive data
Sometimes, the threat to your data security can come from within your company, such as in the form of a disgruntled employee.
For sensitive data, it is advisable to secure them using internal controls which prohibit staff from downloading information from the company’s cloud platform when using their personal devices. Only selected employees would be allowed to download or print out data from the software, and using only on-premise devices.
Being on the cloud means that you can also monitor users’ activity, allowing the business owner to see who accesses what data, and when.
4. Use anti-virus software, firewalls
There are affordable forms of software and firewalls that detect and prevent intrusions into your system. But remember that cloud software can be accessed on different devices. That means each device accessing your software needs to be protected.
Firewall solutions can protect your network perimeter to act as an additional layer of defence. For example, some perimeter firewall solutions will analyse the contents of the file packet in order to determine the type of file as well as its source, destination and integrity. Such attention to detail will go a long way in quelling advanced threats.
5. Don’t underestimate physical security
Since people still use hardware to access cloud-based solutions it is important to ensure they are secure, too. This could be as simple as ensuring the office is securely locked at the close of the business day and visitors are registered and hosted by an employee at all times. You may install security cameras, too.
Employees who use smartphones – whether their own or company-issued– to access the company’s cloud platform must immediately report any theft or loss of devices. In such cases, some cloud-based forms of software give you the ability to remotely wipe a device so your data will be erased from the stolen phone. You can also immediately change the password connected to that user in case automatic log-in was enabled on the phone.
Most importantly, the business data will still be intact and securely stored in the cloud even when the physical device is stolen or damaged.
6. Train staff on security best practices
Basic training will also include educating your staff in detecting phishing and hacking methods. For example, any email asking you to reset your password must be treated with caution: check that the sender’s address is legitimate and comes from the company it purports to represent. The same goes with phone calls requesting information related to your security question or other sensitive data.
Advantages of cloud storage security
We’re certain about one thing and that’s the fact that cloud computing is here to stay.
If anything, it will continue its rapid advancement and proliferate far and wide – having an impact even on legacy businesses.
Business owners who had security as their topmost concern earlier can now be assured that cloud data storage is more secure than storing data on their own business premises. There's less risk of loss or theft, more flexibility and the ability to recover quickly from a disaster.
For many, cloud has become a precursor to business success.
Learn more on the Xero website