Successful marketing is a team effort, and remote teams achieve this through collaboration made easier by the cloud. Cloud integration is becoming the norm. A recent survey conducted by RightScale showed that 93% of their respondents (enterprises and big businesses) use the cloud. This doesn’t come as a surprise. Aside from convenience, the cloud is also a “cost-effective alternative to managing tons of data in-house” says Jason Fell, the editorial director of Help Scout. How cost-effective? A separate survey by NSK Inc. revealed that 82% of their respondents saved money after transferring to the cloud.
These primary benefits of cloud computing make it a god-send technology for companies, especially those with team members dispersed around the world. Having your data available online may mean ease of access for you and your remote marketing team, but it could also pose a security risk.
Fortunately, most security risks involved with the cloud are avoidable. Here are a few tips to make sure all your files will be secure in the cloud:
TIP #1: Choose better passwords.
Your password is your first line of defense against unwanted access to your cloud drives. Considering the marketing materials you collaborate on and store in cloud storage, putting thought into a strong password should be a priority for you and your remote team.
What is a strong password? For security technologist, Bruce Schneier, you should think of a memorable sentence and turn it into a password. For example, “Something like "This little piggy went to market" might become "tlpWENT2m".” This method is to outsmart crackers who use dictionary words and names to infiltrate insecure accounts.
Encourage your remote marketing staff to use unique passwords for work. Password managers like LastPass and RoboForm enable your remote social media specialist to securely manage multiple accounts and log-ins. All they need to remember is one master password to access these apps.
TIP #2: Encrypt your most crucial files.
At present, there’s no fool-proof way to secure data. This doesn’t mean you have to be afraid of storing information on the cloud. In fact, the banking industry uses cloud technology more than any other industry. According to pCloud’s Tunio Zafer, “when choosing which files to store and encrypt, they should mimic the thought process of filling any safe.”
Important data on the cloud means accessibility, regardless of where in the world your remote marketing employee works. Your marketing assistant doesn’t have to wait for you to wake up and get to the office before they get the information they need.
You can avoid breach of any confidential file through encryption. You can do this in two ways:
- Choose cloud storage that offers encryption. SpiderOak has a ‘zero-knowledge’ policy. Files are encrypted locally before the encrypted version is stored in their servers.
- Encrypt the file yourself. If you’re set on your cloud storage but it doesn’t have encryption capabilities, you can do this yourself. VeraCrypt is a no-frills software that keeps your files encrypted and only decrypted when necessary.
TIP #3: Encourage good internet and computer hygiene.
Offices put up firewalls to make sure malware doesn’t penetrate their networks. As this kind of security isn’t an option for your remote marketing team, it’s up to you and your staff to keep your devices clean and secure. Your first step is ensuring all tools you and your team work with are updated to the latest version, especially tools used for project management. Ninite Updater downloads and updates over 90 programs in the background automatically.
Provide your remote marketing staff with security software and instruct them to have it on every device they use for work. You don’t want malware to corrupt your remote copywriter or graphic designer’s work. “The best weapon in your armoury remains good information security hygiene.” Says cyber security expert, Mark Stollery. He also suggests active management of access and permission levels. Routinely audit each of your remote marketing team’s access to your cloud storage. Make sure only the right employee has access to relevant files.
Check if your cloud storage has a remote wipe option. This can protect you from data leaks in case of device loss or theft. You don’t want your big marketing campaign to be leaked, or worse, stolen. Prey is a powerful and lightweight tool that can wipe your device remotely. It can also track, lock, and even locate lost or stolen devices.
When it comes to securing your marketing materials, you can never be too careful. If you and your remote marketing staff apply these tips, you should be able to store files and collaborate on the cloud without any worry. Even your most confidential projects will be safe from hacks, leaks, and malware infections if you prioritize security.
Do you have other security tips for working with cloud storage? Share them in the comments or email us at firstname.lastname@example.org.
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