Technology Blog »

4 steps to cloud file security

IT Security Risk Assessment
IT Security Risk Assessment
IT Security Risk Assessment
IT Security Risk Assessment
Windows XPand Office 2003 End Of Life

DCS, Your One Vendor For IT

As we enter the era of cloud computing, it's a sure thing that many users will be unsure of the security of the system they are using and the documents and files stored within. Truthfully, these systems are fairly secure but not 100% as information is still possible to be stolen. In order to minimize this chance, it would be a good idea to ensure that your files are secure within the cloud service you are using.

Here are four tips on how you can keep data stored in the cloud safe.

1. Cloud encryption is key: When storing files in the cloud, they are stored on a server somewhere. It would be good to check with your provider what encryption they use on their servers. In case you were wondering, encryption is the conversion of data and messages into a form that can't be easily read by unintended parties. With most digital systems, encryption will make files unreadable without the proper key to essentially decode the information and turn it into something we can read.

Checking the different services you use can go a long way in helping you decide what to store and where. For example, Google doesn't currently encrypt files stored on Drive. The same goes for Evernote and the free version of Dropbox. There is a rumor that these companies, especially Google, are working on establishing encryption for all files, but this may not happen for a while. Some providers like SugarSync do use encryption, but it may not be enough. To ensure maximum security, look for providers that offer at least 128-bit AES encryption. Anything higher will obviously be better.

2. Secure files before they go online: All encryption can be broken, and some forms take longer. It would be a good idea to encrypt or secure your files before they are uploaded to the cloud to add another level of security. Did you know that popular programs like Office and Adobe Acrobat allow users to encrypt documents with a password?

Another option is to add a password for access before the files are uploaded. There are other options as well, including using a program like boxcryptor that creates an encrypted folder on your hard drive and links to various cloud storage services. When you place a file into the boxcryptor folder, it will be synced with the related service and automatically encrypted.

3. Ensure files are secure when being moved: One of the weakest links of almost all cloud solutions happens when information is being uploaded or synced from your computer to the cloud. Some solutions will send information unencrypted which means hackers will be able to capture the information as it leaves or enters your network or the solution's network.

You should make sure that the solutions you use encrypt data while it is being uploaded. In truth, almost all of the cloud services do, but it would be worth it to check again.

4. Lock down your accounts: This can be a bit of a hassle, but it will help keep your account and all of the important information/files stored on the cloud service secure. What do we mean by 'lock down'? For the most part, it means following standard security protocol: Use a different password for every site and service, change passwords on a regular basis, don't give passwords away, and enable dual authentication if possible.

Services like Google Drive and DropBox offer two-factor (dual) authentication. What this means is that if you enable it, you will need to do another step before gaining access to your files. This usually means entering a code sent in a text message to your phone or answering a security question.

If you take these steps to ensure that your files and systems are secure, there should be little to no chance of having files or information stolen. We do have to warn you, however, that nothing is 100% secure, but the more steps you take will definitely increase the security of your information.

If you’re looking for a cloud storage solution that offers the highest level of security, you can always contact us to see how we can help.