In my work consulting with SMEs, I see many clients mistakenly believe that because their data is stored ‘in the cloud’ it’s automatically safe and doesn’t require regular back-up. However, files, images and folders housed in the cloud can be deleted just like any other files, and once deleted and purged, this data can’t be recovered easily – if at all – without adequate cloud back-up systems.
Here are some ways to ensure your data stored in the cloud is as safe as possible:
Automate
I always recommend that my clients back up their company data stored in the cloud regularly, as you should for data stored on hardware like laptops or desktops. Relying on your memory to do this isn’t an effective way to ensure regular back-ups happen, as inevitably you’ll end up forgetting or putting it off.
Instead, ensure your cloud provider offers solid, automated cloud back-up solutions, including disaster recovery. Then, go a step further and back up your data to a second cloud location.
Typically, most people only care about backing up files when they’ve experienced a catastrophic file loss. Business owners need to switch their mindsets to be more proactive – and less reactive – over data protection, and the best way to do this is to automate it.
Reduce the impact of human error
One of the biggest problems with cloud security is not the technology, but the people using it. Whether it’s an employee who accidentally deletes a few folders, or you open an email attachment that contains a malicious virus, it pays to have your cloud data backed up.
Your whole team should be aware of the importance of having strong passwords and not opening suspicious attachments from unrecognised sources. If using a program like Office 365, you can enforce mandatory password strength or implement two-factor authentication – adding a second layer of protection when logging in.
Despite this, the reality is that if humans are involved in a process then you need to account for human error. This makes having proper cloud back up processes so critical. If you’re unsure if your cloud data is backed up adequately, ask your cloud provider about what back-up service they are offering and implement changes if necessary.
Safeguard against the unknown
While it’s unpleasant to swallow, unexpected things can happen to your data even when it’s hosted in the cloud. Security concerns exist in both cloud and local storage scenarios, but with proper security policies and risk management in place, the cloud is considered to be the more secure option of the two.
Nevertheless, it’s wise to safeguard against unexpected events. Whether it’s a newly terminated staff member who wants to seek revenge by deleting important files or a large security failure that exposes your data to hackers, having solid data back-up ensures that if something unexpected happens, you’ll be in a good position to recover quickly.
All cloud providers implement their own backup strategies and offer some form of recovery, but backing up your data to a second cloud provider offers protection in case your chosen cloud provider goes out of business, has a major outage or doesn’t offer the ability to recover accidentally or maliciously deleted files.
Your data is undoubtedly one of the most valuable parts of your business but many business owners rarely give it a thought. Put the data protection at the top of your agenda and you then won’t need worry about it.
Tas Gray, Managing Director, Axiom IT
