Taking some risk out of the cloud
Follow these tips to protect your business from data breaches
Canadian businesses are in the cloud. And why wouldn’t they be? Cloud services provide off-site protection from local hazards, such as fire, flood, viruses and other malicious software, theft or damaging power surges, to name a few threats.
Staff members can access files anywhere, any time, on virtually any device. Cloud services often support real-time collaboration with colleagues, plus it’s an easy way to share large files without clogging up someone’s inbox.
But cloud services aren’t 100-percent risk-free. While rare, data breaches do happen.
Here’s how to help mitigate risk: Stronger passwords While it sounds like a no-brainer, the first step is to create a password that no one could possibly guess.
A good password is at least seven characters long and has a combination of letters, numbers and symbols, and mixes upper and lower cases. Example: !Rw47#p.
Because passwords can be a pain to remember, some security experts say you can create a long word string instead, such as “sliding down the-blue slide slowly!”
Or you can opt for an app or program that randomly generates tough passwords you can copy and paste into your cloud provider or automatically logs you in.
On a related note, be sure to have a password or PIN on all your devices, as well — be it a smartphone, tablet or laptop — just in case it gets lost or stolen. This provides a second layer of defence. Some devices allow for biometrics security, too, such as fingerprint or facial recognition. Two-step verification Many cloud providers offer a smartsecurity feature called “two-step ver- ification” or “two-step authentication.”
Optional but recommended, this adds an extra layer of protection to your cloud account, as it not only requires your password to log in but also a randomly-generated, onetime security code sent to your mobile phone (via text message or displayed in an app).
Type in the code once and your password will give you access to your files.
It won’t likely be on default, so you’ll need to enter the Settings/Options menu to enable it. Encryption While cloud storage protects your data from local threats, even enterprise-grade businesses have experienced data breaches.
If you’re really nervous about a cyberattack — targeted at your company or the cloud provider itself — you can always “encrypt” your files on your computer before uploading them.
In Windows, you can enable and use BitLocker Drive Encryption to help protect your files, folders or an entire drive.
Mac users, however, could enable FileVault to encrypt the information on your hard drive. There are thirdparty solutions, as well.
Of course, you should also be selective about what you upload to the cloud service — just in case there’s a breach or some sort. Public access tips One of the advantages of the cloud is being able to log on from anywhere to access your data — but be very cautious when using a public PC, such as in an airport lounge, library, cybercafé and so on.
For one, there could be “keylogging” software installed that secretly records everything typed onto the keyboard — including your login ID and password — and sends the information to a tech-savvy thief.
Tip: If you must log into your cloud account, pull up the “soft” (virtual) keyboard instead.
Also, remember not to click “Remember my password,” if the browser gives you the option and be sure to log out afterwards.
Better yet, resist logging in from a public PC or while in a free Wi-Fi hot spot, as it could be a fake.
Use your cellular connection on your own device as a personal hot spot, if you can. Private cloud, too Many of the external hard drives you buy today also have a cloud component. They let you access your files not just anywhere in your wireless network but also when you’re away from home.
Think of it as your own private cloud that gives you a lot more storage than a free cloud account (terabytes instead of gigabytes). There’s no monthly fee and you’re in control of your own data.
Seagate’s Personal Cloud (from $260 for four terabytes) and WD’s My Cloud (from $190 for two terabytes) are two examples of these hybrid solutions.
Just be sure your external hard drive is in a secure location with a strong password for local and remote access.