Millions of SME entrepreneurs and businessmen around the world continue to discover the benefits of working in the cloud . For example, when they travel and can access all the files they need through a virtual server. Or when working on a project with team members that are thousands of miles apart.
The cloud today means productivity, lower costs and security. But to avoid problems, such as the loss of sensitive information, and to take full advantage of its benefits, it is important to take some precautions. In this checklist we share what they are.
Whether you hire a service to generate electronic invoices , or to handle the electronic accounting of the business, the first thing you have to do is make sure that your information is going to be well protected. It asks for details about how the platform or application works , what type of server is used and in which country it is located, what security layers are applied to the data and if there are third parties involved in the management of the service.
If your business is in full growth stage , it is important to choose cloud systems that not only have those functions you need to automate processes (for example, payroll calculation or attendance registration ). Make sure that they can also be integrated in the future with other platforms or more complete applications, such as a business administration one .
It is not necessary that all the data and files generated in the company are hosted in the cloud. Yes, for example, those that have to be used by different employees, in different locations and at any time of the day. Or that documentation that could be lost in case of the dismissal or resignation of a collaborator , such as a contact base of clients and commercial prospects.
Before allowing the equipment to enter the storage and management platforms in the cloud, it is essential to establish who will be able to access, in what way and through what keys and layers of security.
To avoid the contact of unauthorized persons with certain data or files, it is essential to correctly manage the access codes . Each storage application or service must have different keys, longer than nine characters. And these must be changed at least three times a year.
No matter how reliable the service that hosts company files in the cloud is, do not stop regularly making copies to hard drives , or through another provider. This, in case for some reason the service goes down, or the access to your documentation is complicated for a few hours.
Although the files are hosted on a virtual server, every device with access to these contents must have the barrier of an antivirus system . But if it is not up-to-date, you will be unable to cope with the new threats that appear periodically.
Before migrating the operation of an area to the cloud, or incorporating a new platform, it is essential that you give your collaborators the knowledge and skills they need to take full advantage of the new tools. And avoid problems such as data loss, or poor customer service.
To avoid any type of sanction, find out about the regulations that govern your country or region, and apply them when collecting, managing, storing and sharing information through the cloud.
The cloud is evolving at a rapid pace, so we cannot expect a platform or service to continue to perform in the same way over time. Stay informed through the specialists about the right time for an update or replacement.