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6 tips to share information using cloud storage secretly

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Jeremy Ambrose
Jeremy is an HR manager, blogger, and full-time gadget lover. He enjoys all things new and high-tech. Jeremy lives in New Jersey with his wife and three boys and is also a DIY enthusiast.

Many people enjoy using Cloud Storage. The backup systems on cloud software, such as OneDrive or Google Docs, meaning you don’t have to worry about losing important documents or time-intensive pieces of work. Syncing to the cloud also allows you to store data across multiple devices easily and seamlessly share and edit files with others. So, you can easily keep track of your work documents or keep track of your score on gaming apps like Book of Dead.

If you frequently store or share files across the cloud, cloud storage security is something to think about. This becomes an even more pressing issue in a workplace environment. Cloud storage is convenient for backing up important work files. However, if these files contain sensitive data, companies must ensure that files can be shared and stored secretly. To make sure that this is the case for your cloud backup system, check out our six tips on online security using the cloud.

Cloud storage definition

Before we jump to the tips, let’s clarify. What exactly is cloud storage, and why is it so popular? Cloud platforms are online storage repositories for documents, images, spreadsheets, and any other information you wish to save online. Clouds often backup automatically while you use them, so even if you accidentally delete a document on your hard drive, you can find it on the cloud. This takes a lot of the stress out of backing up.

You can also share files across the cloud, allowing other cloud users to see and edit your files. One of the main cloud storage disadvantages is also its strong point. The cloud is open, collaborative, and easy to use. But can it be all those things and also be safe?

6 ways you can keep documents secure using cloud storage

1. Clear your files

Cloud Storage capacity is vast, and it’s tempting to leave items sitting there without ever clearing out your files. However, if you’ve stored sensitive information on the cloud (and left it there for a long time), you could be at risk from security breaches. Most cloud storage platforms have a bin where you can dispose of old files. Remember to empty the bin from time to time or if there are sensitive documents, as they will still be accessible before doing this.

touchscreen, digital
Photo by Timothy Muza on Unsplash

2. Encrypt files

If you want full security on cloud storage best options for this, include Firefox Send. Firefox Send is the only storage cloud to encrypt your files, meaning only you can access them. Even Firefox can’t see what’s in your storage space. This is ideal if you’re working with seriously sensitive information and need top-of-the-line security and reliable backup.

3. Keep tabs on shared links

Some storage platforms like Dropbox or OneDrive allow you to place expiry dates on links you want to share. This means that links will time out and become broken after a certain amount of time. They won’t just hang about in somebody’s inbox or browser, where they could potentially become a security risk.

Dropbox also allows you to keep tabs on how many times your link has been downloaded. This means that you can spot any potentially suspicious activity and move your information if you suspect unauthorised people are viewing it. Perfect if you want to share secure information between colleagues.

4. Watch out for old devices 

One of the main cloud storage advantages is the fact that you can access files across multiple devices. However, this can become a problem if you frequently change laptops, tablets, or phones. If old devices aren’t broken, be sure to deactivate them so that no one can access your cloud through these portals.

5. Remove old share users

If you’ve shared a file of documents for others to check or edit, remember to remove these privileges once these actions are no longer required. Leaving user privileges open can lead to problems if active users change devices or work from a shared device. Keep track of who you’ve shared documents or folders with and whether or not these users are still active. If not, remove their access and keep the file secure.

laptop
Photo by Sigmund on Unsplash

6. Use two-step authentication

One of the most popular cloud storage features is the two-step authentication process. This is common on cloud platforms like Google Drive. Using two-step authentication if you want to reset your password protects against hackers trying to access your files. You should also be sure to set your authentication message to send to a private email or a phone you currently use.

Conclusion

Cloud storage for business is extremely useful and can help maximise employee productivity and collaboration. By ensuring that your staff takes cloud security measures, you can enjoy all the benefits of the cloud. Perfect for convenient and secure sharing and storage.

Which cloud services do you prefer? Do you use them for business or personal accounts? Share your cloud experiences in the comments!


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