Sending documents through the cloud allows for easier accessibility and other benefits, but data protection can be a concern. With the rise in cyber crimes, it’s important for businesses to make sure they follow best practices to keep everything as secure as possible. This helps prevent hacks or data theft and ensures compliance with applicable laws and regulations. Some of the best practices to follow include the following.
Check for Compliance for New Service
Before signing up for a cloud-based service, it is crucial to check for compliance. If the business must follow certain regulations, like HIPAA, it is important to make sure the service provider offers services that will be in compliance. Look for secure document solutions that take security seriously, have different techniques to help prevent potential issues, and that are committed to preventing cyber crime.
Implement Access Control Methods
Only those who are authorized to view the documents should be able to access them in the office. It is important to use access control methods that fit the needs of the business. Often, businesses will want to opt for role-based access control, as this allows for easier control over who is able to access the data. Instead of allowing or disallowing specific employees, the access control allows or disallows based on the position. If someone new is hired or someone leaves the business, it’s easier to make sure the authorization is updated.
Use Multi-Factor Authentication
Another way to help prevent potential hacking or other issues is through multi-factor authentication (MFA). The most common way this works is when logging into the computer or certain services online, the employee will need to put in their password as well as a passcode to be able to log in. This can help ensure the employee is the only one accessing the service, not someone who was able to guess or learn their password. This helps to minimize the potential for a criminal to get into the system.
Monitor Access and Compliance
It is important to monitor who accesses the services or software used by the business, how long they use it, and what they do when they access it. This helps to ensure no one is accessing information that should be secured without the right authorization and can help prevent potential compliance-related concerns. Use loggers to keep track of how the data is being accessed and used.
Implement Disaster Recovery Plans
It is also a good idea to have a disaster recovery plan in place. While cloud-based solutions are more secure and protected from things like natural disasters that could cause data loss, there are many disasters that can impact the cloud and can lead to a loss of data. Backups and a plan for how to handle the disaster can help to minimize the potential for data loss, hacking, and other concerns.
If you’re switching to a cloud-based solution for sending and receiving documents, be sure to use these and other best practices to help keep the documents as secure as possible. Implementing access control, using MFA, and more can all help prevent cybersecurity issues and ensure the documents are easily accessible for those who need to view them. Look into service providers today to learn more about how they can help with sending or receiving secure documents.
