There are four key things that your cloud-based content sharing system has to have or do in order to be secure. While security can get more in-depth than these features, these are really the industry standard. Anything less than this can leave cloud-based EDMS solutions vulnerable to misuse.
1. Detailed access records are a must
The first area of cloud-based content sharing security is the ability to see who is accessing what data when. It is almost certain that a large company will, eventually have someone accessing information that they shouldn’t. This could be an employee who made an honest mistake, or somehow slipped through the cracks to have permissions she shouldn’t have. It could also be more malicious, in an employee attempting to cover up a mistake they made or gain information they know they shouldn’t have. In any case, your cloud-based content sharing software should keep a log of all access points. If there’s ever a question, this log can be reviewed to find out which account was viewing sensitive documents, and when.
2. Role-based content access
Personalizing permissions for every user is going to eat into a lot of time. While some customization could be useful, onboarding an employee shouldn’t involve establishing their permissions from scratch. You can save your IT department time and trouble by building role-based content access. It will automatically set the basic features of what a role has access to. When someone receives a promotion, their permissions can be accessed and increased or changed to reflect their new role. Doing this also helps establish what permissions are common/expected at every work level.
3. Access kill-switch is a must
When someone’s clearance is revoked, it needs to stick. When someone loses access to their company email account, for example, all associated logins should be frozen. If an employee quits (or is let go), their boss or the appropriate HR authority should be able to freeze their access to company information. A one button or one form kill-switch helps maintain security on your cloud-based content sharing system. If the situation eventually changes or blows over, access could be restored. Until then, keep security at the fore.
4. Mobile integration
Mobile integration is a must. Cloud-based content sharing is naturally primed for use with mobile devices. If everything is already being routed through a cloud, it’s simple to add mobile integration so that your employees can work from wherever they are. Whether that means perks like telecommuting every now and then to working from conferences, multiple offices, or job sites depends on your business. Keep mobile access secure with encryptions and make sure your employees know the features of risky Internet connections.
From knowing when someone accessed information to being able to shut down an account’s access, cloud-based content sharing security focuses on keeping information confidential. From finding the right mobile integration solution to building role-based permissions, these security features will make sure information stays in the right hands. If your security system can’t do this, it’s time to think about upgrading to something that can.