Businesses have found great success in moving their data over to the cloud, and up until recently, it’s been rainbows and clear skies. However, there are the sporadic stories that get us talking about the cloud again, and wondering: Is the cloud secure? Is my small business safe? Instead of wondering and worrying, let’s get our heads out of the clouds, and talk about some smart protection tactics.

What IS the cloud?

Take a look at some of these stats from the “20 cloud computing statistics every CIO should know” article, recently published by Silicon Angle:

• By 2015, end-user spending on cloud services could be more than $180 billion.
• It is predicted that the global market for cloud equipment will reach $79.1 billion by 2018.
• 82% of companies reportedly saved money by moving to the cloud.

If you’re new to the cloud, it’s essentially a very smart way to store data. Over the years, businesses can accumulate an tremendous amount of information and files, making it difficult to find storage space to hold all of it. Hard drives and hardware can be expensive, storage technology can be overly complex, and storage devices (thumb drives, CDs) can be unreliable.

Clouds are off-site storage systems maintained by a third party. Businesses store their data on this remote database, bypassing the computer hard drive or other local storage devices. With a cloud storage system, data can be accessed from any location that has an Internet connection – your company computer or physical storage device is no longer needed.

There are plenty of cloud systems, such as iCloud, Dropbox, Google Drive and OneDrive just to name a few. Instead of deleting years of data to make room for new files, simply take to the cloud instead, a place where there is more than enough room to go around. So, what’s the drawback of this great technology?

Keeping your data under lock and key

No matter what, data are and always will be slightly vulnerable. Documents in your filing cabinets can be destroyed by fire or other unforeseen circumstances, and documents in the cloud can be compromised by theft. Luckily, you can secure your small business to avoid this potential threat.

In Larry Alton’s “3 Simple Precautions for Protecting Your Personal Data in the Cloud” article recently published by Entrepreneur, he outlines some basic safety strategies, summarized and generalized below:

Freshen up your passwords and security questions

You’ve probably come across spam email links and fake login pages, all designed to mislead you into providing personal information to hackers. This is called phishing. In order to beat these cyber criminals at their own game, you need to keep your small business credentials off-limits.

Answer honestly: How often does your small business use the same exact password across your most important outlets? Is your cloud password the same as your email, Facebook, and bank passwords? If so, when a hacker gains access to one of these spots, it’s a fast-lane pass to trying the same key in all your other locks. Keep your passwords unique and individual – making sure to change them often. (Not just when a security breach happens).

In addition, we rarely pay much attention to our security questions. Yet, if hackers have access to things like your email address, the last four digits of your credit card AND the answers to your favorite color or your dream destination, they may be able to cobble together the pieces of your “secure log-in.”

Get to know two-step authentication

You know that optional step in your email, around providing your cell phone number that you often skip? It has a purpose. In fact, two-step authentication should become your new best friend, especially if you are a data gatekeeper in your small business.

Many cloud systems rely on two-step authentication. Even if hackers make it through the front door with your stolen password, they will then be prompted to provide an additional pin code to get inside the room. If you make this pin code unique and linked to your personal cell phone, hackers are out of luck.

While two-step authentication may seem like an initial hassle or overkill, realize that this small step is often the difference between a secure or weak account.

Keep super-sensitive data offline

If you have reservations about putting your MOST private and secure information into the cloud, listen to your gut. Don’t do it. It’s totally your call on what you store offline and online, but use common sense. If this data absolutely cannot be compromised or exposed, put it on a small flash drive and store it in a safety deposit box. Either way, get to know the security systems of the third-party vendors that you rely on – that way you’ll know their security breach protocol ahead of time.

Up to the cloud and beyond

Whether your data are in a padlocked safe or in the cloud, your small business needs to be conscientious about keeping it under lock and key. Update your operating system as soon as it’s recommended, put locks and (smart) passwords on everything from your bank login to your cell phone, and study best online security practices.

However, extra security should not deter you from bringing your business into this new technologically savvy world. The cloud, as well as other emerging technological platforms, can effectively streamline your business and enhance your bottom line. With a healthy dose of safety measures in place, the sky is the limit.

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References:
http://mashable.com/2014/08/31/how-safe-is-icloud
http://www.entrepreneur.com/article/237232
http://www.cloudcomputing-news.net/news/2014/sep/05/disaster-recovery-as-a-service-can-small-businesses-now-benefit
http://siliconangle.com/blog/2014/01/27/20-cloud-computing-statistics-tc0114
http://computer.howstuffworks.com/cloud-computing/cloud-storage.htm