Cloud technologies offer companies flexibility and convenience, but they also create new risks for data security. We have compiled 7 simple steps in this article to help you protect your files in the cloud.
Step 1. Encrypt your data
Encryption converts readable data into code: instead of plain text or files, you get a set of random characters. A unique key is required to decrypt this code and restore the data to its original form. Without it, even those who gain access to the files will not be able to read them.
The key is not just a random word or set of characters, but a mathematically calculated component. It is generated using a special algorithm when encoding data.
Encryption protects an organization not only from external threats, but also from possible leaks within the company associated with employee errors or incorrect distribution of access rights. This is especially important for businesses that store confidential information in the cloud.
How to protect data in the cloud?
- Before uploading files to the cloud, make sure they are encrypted. For example, Corp Cloud from 42Clouds encrypts data to protect it.
- Use third-party encryption programs. For example, VeraCrypt, Cryptomator, etc. They encrypt files before uploading them to the cloud.
Remember, encryption reliably protects information in the cloud. It ensures that even if files are accessed without a key, attackers will not be able to use them.
Step 2. Monitor activity in the cloud
Monitoring activity in the cloud allows you to identify suspicious activity in the system in a timely manner and respond quickly to emerging threats. With its help, you can detect:
- attempts to log into an account from an unfamiliar device or from another region;
- multiple failed login attempts;
- file downloads, modifications, or deletions;
- operations related to information leaks, etc.
How to protect data in the cloud?
- Pay attention to the monitoring tools offered by cloud services. For example, Google Drive allows you to track user actions and analyze login statistics.
- Set up notifications for any suspicious activity. If someone tries to log in to your account from an unknown device or at an unusual time, the system will alert you.
Monitoring activity helps identify problems early on and take action in a timely manner.
Step 3. Regularly check access rights
Every company has data with varying degrees of confidentiality: from publicly available information to financial reports or contracts. All these files require different levels of protection. If access to all data in the company is open to every employee, this increases the risk of leaks, both accidental and intentional.
To prevent leaks, it is important not only to restrict access to information, but also to review it regularly. Often, employees can download and edit files even if they have changed jobs or left the company.
How to protect data in the cloud?
- Determine who can see which files. Give each employee the minimum rights necessary to perform their duties.
- Constantly review access rights. If an employee leaves the company or changes positions, their access to data must be restricted immediately.
- Set up a multi-level access system. Make sure that important files can only be opened with the approval of a manager or the IT department.
When access to information is restricted according to an employee’s role, the risk of leaks and unauthorized use of data is reduced.
Step 4. Create backups of your data
Despite all the efforts of cloud service providers, there is always a risk of data loss. For example, a cloud service may fail due to a system failure, virus attack, or software malfunction. In such cases, if you do not have backups, it can be very difficult or even impossible to recover your information. Copying files will help you avoid data loss.
How to protect data in the cloud?
- Ensure that data is regularly backed up to another cloud storage or external devices.
- Choose solutions that offer automatic backup. For example, 1C programs from 42Clouds create daily backups of databases and store them for 14 days.
Step 5. Ensure the security of devices used to access the cloud
Accessing cloud data via mobile devices, laptops, or employees’ home computers has become common practice for many companies. However, such devices often do not have a sufficient level of protection. Unlike office computers configured by the IT department, employees’ personal devices may not be sufficiently protected: employees use unreliable passwords, do not install antivirus software, etc.
How to protect data in the cloud?
- Only grant access to files to trusted devices. These can be work computers or smartphones.
- Set up two-factor authentication on all devices. Even if an attacker gains access to an employee’s device, they will not be able to log into the cloud without the second factor of protection.
- Use mobile device management systems. They allow you to control all of the organization’s devices that have access to the cloud and block them if necessary.
To protect files, it is important to encrypt data on all devices, regularly check and update software, and train employees to work safely with cloud services.
Step 6. Protect your company from phishing attacks
Phishing is a type of cyberattack where bad guys try to trick you into giving away confidential info. These attacks usually happen through fake emails or websites that look like legit requests from companies or services you know.
Phishing attacks are dangerous because they often look very convincing. Even experienced users cannot always distinguish a phishing email from the original. The attack works especially well in stressful situations when employees do not have time to check all the details.
How to protect data in the cloud?
- Conduct regular cybersecurity training for employees. Teach them to recognize suspicious emails, links, and attachments.
- Use tools to filter phishing emails. For example, Mimecast or Proofpoint services.
One wrong click can give attackers access to confidential company information. Therefore, protection against phishing attacks is not just a technical task, but a guarantee of data security.
Step 7. Develop a plan in case of data leakage
Despite the implementation of the most reliable data protection methods, there is always a risk of information leakage. Cyberattacks are becoming increasingly sophisticated, and vulnerabilities can arise due to human error or technical mistakes. Therefore, it is important not only to protect data, but also to have a clear plan of action in case a leak does occur.
How to protect data in the cloud?
- Develop a step-by-step action plan in case of a leak. Include instructions on how to block access to the system, notify customers, and restore data.
- Assign people to be responsible for implementing this plan. These can be IT department specialists or security service employees.
- Regularly check the plan for relevance and conduct “training drills.” This will ensure that your team is ready to act quickly in the event of an incident.
