Small Business Resolution: Conquer the Cloud

New York, New York, January 14, 2015 (Newswire.com) - Small Business Resolution: Conquer The Cloud

From the Basics, to Safety to Customer Support

The cloud hacking crazes of 2014 hasn’t scared businesses away from utilizing the computing software’s convenience. Newer and stronger security features from biometrics to retina scans are taking flight in the cloud, and smaller businesses need to understand how to go along for the ride. Why? The cloud is taking over. With smaller businesses having smaller budgets and less supervisors, preparation is essential.

According to NYC Tech Expert Aaron Ross, owner of Ross Backup, a cloud computing site:

“2015 will be the year of the cloud. Over the past few years, developers have been grappling with the issue of computer program versus cloud computing, and this year is going to see a huge shift toward the cloud. In layman’s terms, programs that ordinarily run on a computer (Word, QuickBooks, etc.) will be cloud based. Incidentally, this shift began years ago, but many new programs are making the leap.”

Follow these guides from Ross for cloud basics, safety and customer service benefits:

THE BASICS

1. Information is saved onto a large computer called a server.

Many times information is actually copied onto multiple servers in different locations to protect users if one should fail.

2. There are different types of clouds.

Computer and Online Cloud Storage:

To the average consumer, there are not many differences between clouds. Storing information in the cloud, for example, backing up a computer or using a virtual drive, are typical consumer moves. This scenario has information stored on the computer but duplicated online in case the information is lost or the computer is damaged or stolen.

Working Online Cloud Storage:

Using the cloud to do work, for example, using QuickBooks online, information is only online, and it’s the speed of the internet that will make everything smoother, not the speed of the computer.

Shopping Online Cloud Storage:

The last typical scenario is going shopping, specifically when credit card information is being stored by others.  In this scenario, information is being stored, but customers don’t have access to it. In most cases, this is the type of information that gets compromised although it is very rare.

3. Private Clouds Exist.

Yes, private clouds exist. Any reputable company has strong encryption and two tiered password protection. There are many other safety protocols that are usually in place, although this information won’t be public knowledge.  However, there are a few companies that provide special keys that allow only access to solely the account owner. The downfall: If a password is forgotten, the account files won’t be seen again. Also, it’s difficult to support without a non-invasive form of access. I can’t speak for other major companies, but our support team from Ross Backup, no one can access client files in any way.  The only thing the company sees is if, and how much, data is being backed up.

4. Providers Should Not Be Able to View Files.

Having files viewed by a provider should not happen. Change providers immediately if they can view files. Information should not be visible to anyone. The only exception would be if files were shared publicly. In that case, remember any person who has access to files can share those files. One of the most common causes of personal information being leaked is human error.

5. Protection from “hackers” only occurs if information is stored online.

A hacker is someone who uses a computer to gain unauthorized access to information. Using the cloud can’t help in this situation unless information is stored online. For protection, follow this simple safety guide:

SAFETY GUIDE

1. Require password changes every 30 days.

This can be set automatically through most databases and ensures that employees don't use duplicate passwords.

Aside from the time saved, most malware is downloaded when visiting seemingly innocent websites.

3. Insist that employees use company credit cards for approved purchases.

Reimbursements from an employee’s card can get tricky if the product does not work since a personal card might not carry the same protection.

4. Use employee monitoring software.

Record everything from screen shots to key strokes.  These programs will also warn if an external or USB drive was plugged, which allows protection from unauthorized downloads. Keep in mind that there are specific laws that vary from state to state which may require employee warnings. That’s not always a bad thing – sometimes the warning will keep them from inappropriate or illegal behavior.

5. Have quarterly brief team meetings to discuss security protocols.

6. Don’t use pop or imap E-mail. In most cases it’s a lot less secure.

A dedicated E-mail server is the best route.

7. Computer screens for employees should face the entrance.  

It’s a quick way to monitor employees.

8. Disable all but the most common E-mail attachments – (word, excel PowerPoint, PDF) and disable links in E-mails.

9. Back up database information daily to an offsite location.

10. If a company has a website that allows people to sign in, make sure the site is with a reputable web design company that’s been around for more than 5 years.

– I.E. Hudson Horizons.

Hacking is similar to breaking and entering.  If hackers are having a difficult time getting past web security, there is a very good chance they’ll try elsewhere.  It’s worth the extra money to hire a professional company that knows the proper security protocols.  

CUSTOMER SERVICE

Even though more money will be spent on internet speed with the cloud, there will still be the cloud benefit of customer support. As each company tries to win over customers, out-sourcing will slow down. Human interaction is preferred and effective. If a company can give 30-minute responses to each email, customer loyalty will increase. Ross Backup took a mini-survey, and out of 50 customers, 42 said that slow response times would very likely cause them to switch to a competitor.

Following these tips will give a business peace of mind knowing that it’s safe and secure, and knowing that customers will be more satisfied with its services.