Using cloud accounting technologies can help your business work smarter and faster. Working in the cloud means your numbers are updated in real time and that they are right the first time. You will always know how your business is doing no matter where you are or which device you are using.
The cloud’s benefit of ease of access also means that you must be vigilant about guarding access to your accounts. We have identified three ways you can have top notch security when working in the cloud.
Having strong passwords is one of the best ways to prevent third-party access to your information. And while you can create robust passwords for each account you have, this can become cumbersome to remember and manage.
That is why we recommend using a password manager, such as LastPass, which will help you generate and store strong passwords effortlessly on all your devices. We wrote about the benefits and features of LastPass in a previous blog.
We also recommend using Multi-factor authentication (MFA) on all cloud services that support it. MFA is a security method that requires you to present two (or more) pieces of information to access your account, such as (a) your password and (b) a code that is texted to you or accessed via a mobile app.
If a hacker does crack your password, they would not be able to access your account without also having your phone in hand.
Sharing Documents Securely
In addition to securing your accounts, it is also important to think about how you can share documents securely. Security experts say that the security of a regular email – including its attachments – is about the same as that of a postcard.
That is why we recommend using file sharing and/or cloud storage software that allow multiple users to access a common folder or to send secured links to files instead of the files themselves. Using that in combination with strong passwords and MFA will step-up your resilience to hackers when sharing and collaborating on documents.
While on the subject, if you are working with us, we are now rolling out ShareFile. It is a file sharing solution with first-class security specifically designed for businesses like accounting firms. With ShareFile, we can now:
Provide you a secure client portal to exchange documents both ways.
Provide you a secure file drop for you to upload documents (if you do not have a portal yet)
Send you secured email attachments.
Send you encrypted emails.
We hope you enjoyed our tips for how you can be secure on the cloud! If you would like to learn more about how you can improve you and your business’ digital security, don’t hesitate to contact us.