Whether you have a small collection of cloud files or terabytes of sensitive information, securing your data is important. Cloud storage serves as an inexpensive offsite backup, but it’s not just valuable data that you’re backing up—you’re protecting your identity, too. Many of us keep our social security numbers, credit card numbers and other personal information in the cloud. Your computer or smartphone can be lost or stolen at any time and all of that information would be available for the taking by anyone who found it. Here are some tips to help keep your information safe in the cloud.
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1. Use strong passwords and two-factor authentication
The same security tips are applicable to cloud accounts: Use long, unique passwords that are hard to guess and use a password manager. Be careful with anyone trying to steal your passwords (in an unwelcome email, for instance).
If 2-factor authentication is available, you should enable it. Most cloud storage services support it. Unwelcome visitors can’t access your cloud storage files unless they have your password and username. To do so, you will need to enable 2FA.
2. Audit your File and Folder Shares
Cloud storage services can be great for sharing files with others, from family members to colleagues. However, your data could be open to unauthorized access if anyone finds the links or accesses the account of someone you have shared files with. If you have these options, be careful about who you share files or folders.
It is a good idea also to regularly audit all shares on your Dropbox account. To do this, go to the Dropbox web interface and click the Shared link. If you don’t need the shares to remain active, you can use any of your cloud storage account options to make them read-only.
3. Clear out Deleted Files
Many cloud storage providers offer a recycling bin that keeps deleted files on hand for a few days to weeks in case you need them again. This can prove to be very useful and advantageous if someone attempts to wipe your account. However, it is important to ensure that sensitive files are deleted completely and cannot be recovered.
You don’t want someone else to see the files you are deleting. For example, in the case of iCloud web click the Recently Deleted hyperlink to view deleted files and permanently delete them.
4. You can check your connected apps and accounts
Even if hackers can’t get in through your front door, hackers might attempt to gain access through a side window. This is when another account is connected to your cloud storage. Although it is convenient to have email and calendar connections, this can make your account more vulnerable.
You should at least make sure that you are checking your cloud storage regularly for third-party apps. If you do need them, you can always add them back. To see connected apps, you can click on your avatar (top-right) in the Dropbox Web Interface.
5. Turn on Account Alerts
Cloud storage services can send alerts to you about important account events such as new sign-ins. It’s important that these alerts are turned on. You may also be able to subscribe to receive alerts regarding activity within your accounts such as newly created shares or deleted files and folders.
You should at least be able to check your cloud accounts regularly. For example, in Google Drive, go to the web and click My Drive. Next, click the Info (top right), then Activities to view the most recent changes.
6. If you still have access to an old device, deactivate it
Cloud storage services allow you to sync files from multiple devices. If you switch jobs or upgrade your phone, you need to properly deactivate and disconnect the old devices. This is in case someone inherits your data.
You should sign out of the app you are using before you uninstall it. However, you must also sign out from the browser you use (see below). This can be done remotely from most accounts. For example, in the case of OneDrive go to your Microsoft Account online. Click All Devices to view or remove devices associated to your account.
7. Allow Account Recovery Options
The weakest link to your cloud storage account can make it insecure. This means that you should protect the account recovery options and login credentials as well as the passwords. Do you have full access, or is the password reset email sent to an email address you do not control?
This will vary depending on which account you have, but recovery options can be found in your account or security settings. Check that they are up-to-date. You should not have any security questions regarding account access that you can’t figure out by someone you live or work with.
8. Register Out if You Aren’t Using Your Accounts
You’ll want to keep your account signed in while using the cloud storage accounts. It’s crucial that you sign out when you’re done. This is especially important if your computer has been shared with others (such as your spouse).
You should make sure that the sign-out option is prominently displayed. Cloud storage providers don’t want you being hacked.
9. You can also protect your devices
It is also important to ensure physical security. Protect your devices, including laptops and phones, from unauthorized access. If someone has physical access to your phone or laptop, they could gain direct access to one of your accounts. It is not a good idea to lose your phone or laptop and then discover that the person who took it will also have all your personal information.
You can add additional protection to cloud storage apps, such as a face unlock or PIN. This feature is offered by Dropbox for Android as well as iOS. Make sure to look for similar features in other apps. You can find the settings menu in Dropbox and choose Set passcode (Android), or Change passcode(iOS).
Conclusion
Cloud storage is a great way to store large amounts of data without having to worry about physical storage space. If you’re willing to share your files on the Internet for other people to access, file sharing sites are a great place to get started. But when using cloud services, it’s important to know how best to keep your data safe and secure.