Everyone’s switching to cloud storage, and for good reason. It reduces work, makes editing and sharing documents from anywhere easy, and it’s much more secure than most existing systems. However, there’s one big question everyone’s asking: Just how safe is it? Well, it’s likely safer than any company’s current file sharing system, but there are still risks. To maximize safety, keep these five tips in mind:
1. Research the Cloud Company
Every cloud server has a different protocol and level of safety. For example, Google Drive is likely more secure than a little boutique cloud server (although not necessarily). To get the safest server, shop around, ask how the company prioritizes safety and check out reviews if possible. Most cloud servers keep the tangible stuff in a destruction-free area, and it’s important for customers to know exactly what the set-up is.
2. Share Wisely
The point of cloud storage is to allow certain people to access files and change them on a whim. This can be great, but it can easily get out of hand. Those in charge need to keep a close eye on who can access what. This can change daily depending on the company, so organization is key. Appoint one person–just one–to take charge of the administrative side of cloud storage.
3. Train Users
Cloud storage might seem easy, and for the most part it is, but when switching make sure there are rules and training in place. For example, if anyone on a certain list can edit documents, what are the rules? While it’s simple to track changes, that can be a headache and time loss if someone gets “clean up happy.” Train users well to avoid needless disasters.
4. Consider Extra Back Up
The vast majority of the time, cloud storage is completely safe and can be restored even if the worst happens. However, there’s nothing wrong with a little extra security. Automate backups to a company hard drive on a regular basis.
5. Keep Up With Turnovers
This can be tricky with larger companies where there are dozens, or even hundreds, of employees using cloud storage. If this is the case, make cloud access maintenance a part of the HR department’s duties. The moment an employee no longer needs access to the cloud, remove them. This can avoid the chance of jilted employees taking out frustrations in the cloud.
Is cloud storage a good idea? The answer is almost always yes. However, it takes a little getting used to and a good slice of precaution.Powered by Sidelines