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How to Keep Sensitive Cloud-based Asset Management Data Private and Secure

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Storing business data in the cloud is here to stay. The numbers don’t lie: Cloud service revenues are expected to grow to nearly $250B US in 2017. And that trend is expected to continue indefinitely.

And why not? Cloud-based data services offer a great value proposition to business, including IT cost efficiency, convenient access, and disaster recoverability. But it’s always important to take a close look at any risks. On balance, cloud-based data systems are a powerful technology that offers excellent value for businesses.

For example, if you’re deploying asset management software, you’re essentially creating digital assets to track and manage their real-world counterparts. Chances are, those digital versions will be stored in a cloud database. If you choose the right partner, you’ll sleep easy at night knowing the digital version of your assets is safe.

A company’s assets include not only vehicles and machines; but also employees. The right software can keep both vehicles and machinery safe and track workforce locations in real-time.

6 steps to ensure your digital asset management data stays private and secure in the Cloud

1. Read the fine print.

It’s critical to understand exactly what your asset management system is selling you. It should include strong encryption, reliable data backup, and continuous and transparent security monitoring. Learn where your data physically exists. Examine closely what happens when servers go down and the backup plan. In addition, ensure you own your data. If need be, have your contract and terms of use conditions reviewed by a lawyer.

2. Train employees.

Even if you’re a company with few employees, you should have an electronic security policy. Remember, when it comes to digital security, you’re only as strong as your weakest link.

Every employee should know their responsibilities to ensure all access points are secure. Make sure employees are smart about phishing scams and other threats.

Use screen locks for phones and tablets. Ensure work phones are not loaded with unnecessary apps. Have SOPs for security breaches so they can be contained and managed quickly. Keep employee access records up to date and immediately eliminate former employees’ accounts.

3. Keep administrator accounts secure.

Make sure these accounts have strong, unique passwords. Don’t use the password for your asset management software for anything else. Enable two-factor authentication for admin accounts. Consider using a password manager such as LastPass. Know who has access to what and keep it on a need-to-know basis.

4. Always ensure your own network security is up to snuff.

It may seem obvious, but you must ensure your hardware is secure before worrying about what’s happening in the cloud. Use recommended antivirus and antispyware programs to provide your own network is safe from attack.

Again, this follows the idea that you’re only as strong as your weakest link. This protocol includes physical security. This also pertains to both your on-site and remote access devices.

5. Do your own backups. Always plan for the worst-case-scenario.

Your cloud-based service provider should ensure backup of your data, but there’s no excuse for not backing it up yourself locally. Have a regular backup schedule and stick to it.

6. Keep updated.

Always perform recommended software updates for all programs. This will ensure you receive the latest security updates. Do this for your operating systems, antivirus software, and anything else you use to connect to the web.

You’ll have secured your cloud-based digital asset management software if you follow these steps. And you’ll have made a smart investment in taking advantage of cloud-based systems, provided you take the proper steps. You’ll save money, have reliable access to your data, and sleep well at night knowing that your real and your digital assets are safe and secure.

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