by Alex Schnee
Keeping files in a certain destination can not only help your business be more productive, but it can also make processes simpler for your clients and for your employees. As many benefits as there are that come with storing files in a cloud, there are also some things you should keep in mind in order to avoid items getting stolen or lost.
Here are four things you should keep in ind when switching to a cloud-based service for your documents.
1. Make sure it’s secure
Before you do anything, you want to make sure that you have taken the time to look into which security features the cloud you are using has. Some are better than others, and a platform like Google Drive might not be the best option when it comes to keeping files safe for clients. Instead, you might want to opt for a deal room or a cloud that is password-protected and has extra security features that you can enable if needed.
2. Limit access
Of course, you should absolutely make sure that the right people can get to your files and that you don’t have hackers or others outside your organization that can get a hold of customer info. This is why it is important to talk to your employees about how they intend to use the software and to provide them with some best practices so they don’t accidentally share some items that they shouldn’t. In fact, educating your workers might be one of the most effective ways that you can avoid any cyber security issues for your business.
3. Organize your files
It’s much easier to find out if files are lost or stolen when you have an organized structure that you and your employees know by heart. You might need to test some different methods out until you find the right one that works for you, but once you agree on how files should be names, how folders should be kept, and more, then you will want to make sure to stick to it. This can also help when you bring new employees onboard since it allows you to train with one system instead of many.
4. Change passwords
A super simple way to keep files safe on the cloud is to change login information on a regular basis. While it can a bit frustrating to constantly have to share new passwords once they have been changed, it does go a long way to ensure that people who shouldn’t have access to your accounts aren’t able to view and delete files. Make it a habit to change them once every few months and consider looking into a compromised password tool to see if others have found them.
In most of the occasions, business owners feel that their business is running smoothly, but back in their mind, they feel that there is a scope of improvement. The darkest days of the Great Recession does not exist now and still; it is witnessed that the growth of businesses it not that satisfactory as it was expected to be so.
In summary
Storing files on a cloud service can be extremely beneficial to your team and can solve a lot of problems when it comes to your business. Once you know how you are going to store things and what security measures you need, you’ll have a functional platform that’s safe for your files.
