From music streaming to data backup, cloud storage is being used by almost everyone these days. With the market for cloud storage services starting to get crowded, it is not surprising that the cloud has entered the world of records management as well.
Cloud storage gives small businesses an opportunity to share, access and protect sensitive data. Since a huge percentage of small businesses aren’t capable of managing on-site technology resources, cloud storage becomes extremely helpful. For records manager, cloud provides scalable and cheap on-demand document storage.
Business owners using multiple devices can maximize their cloud storage services in a variety of ways. These practices will help you avoid legal, security and privacy issues.
Use strong passwords
Every cloud storage company uses strong encryption, but this won’t do you any good if you use weak passwords that would allow hackers easy access to your account.
Use strong passwords. Also, we recommend using a two-factor authentication for an extra layer of security. Here, users are required to enter a code, which is often delivered via text message.
Your business data is valuable. So, be sure to take some precautions to reduce the chances of prying eyes to get the data in your account.
Know your legal obligations
Many records are subject to strict legal requirements about where they may be stored. Know your legal obligations and how these may be affected by using a cloud service.
Also, consult the legislation that applies to your records and industry in order to ensure that your cloud solution matches with your legal responsibilities.
When researching the cloud storage company’s services and negotiating your agreement, it would be a good idea to take a moment to read the contract to ensure the services meets your needs. Also, thoroughly examine the legal aspects. Make sure that your rights of ownership will be maintained across different legal jurisdictions.
Secure your data
Privacy is an important consideration when storing data in the cloud. Unfortunately, there’s a potential for a cloud service to be open to a cybercrime threats. In order to make sure that your data are secure, we recommend checking with your cloud service provider whether or not they have security settings to prevent these threats.