4 File Sharing Security Risks to Avoid While Doing B2B File Sharing | OneHub

Two professionally dressed men securely sharing files online through cell phones.

More than 90% of American small businesses utilize cloud storage today. While not all are comfortable working within the cloud yet, more companies are turning to additional cloud services. However, many make the mistake of believing the cloud offers infinite protection.

Cloud services offer a variety of security features. The majority of data breaches are caused by human error, but to avoid putting your data at risk, read through our top four file sharing security risks to avoid when taking part in B2B file sharing.

Mistake #1 – Not Limiting Access

As already mentioned, the cloud offers great security for company data. But it’s not foolproof. A common mistake businesses make is not limiting access to certain folders or files. Whether they do so intentionally or on accident, an employee with access to data they shouldn’t be privy to is a recipe for disaster.

Cloud storage services typically enable file owners to decide who has access to a file. You should also be able to determine not just who has access, but what permissions they have. Allow some employees to edit, download, and print certain files while only allowing others to view them. If you’re skipping over this feature, you’re leaving your data (and your clients’ data) at risk.

Solution – Limit access to administrative settings. Develop a protocol that helps decide which departments and/or team members have access to certain types of files to speed up the process. To make sure your administrative settings are being properly utilized, check in on data logs to make sure the only people accessing confidential files are the ones who should be.

Mistake #2 – Using Vulnerable Devices

If you’ve gone through the work of choosing a secure cloud storage platform, only to access it from a computer or smartphone with minimal security features, you’re essentially canceling out the security advancements cloud storage offers and potentially causing file sharing problems.

Make sure that people with access to your critical data are using only approved devices with the most up-to-date software and security patches. If you are working with different freelances or contractors and cannot control the devices they use, then be sure to limit their permissions and access in a way that won’t compromise your overall cloud storage should they get afflicted with malware, a virus, or somehow otherwise compromised.

Solution – Ensure the security of any device that is being used to download files from the cloud is up to date. This includes all computers and tablets within the office, but also anything used by employees at home. If you work with contract or remote workers, you’ll need to either provide a secure device or require the employee to secure their device with a product that meets your standards.

Mistake #3 – Not Having a File Sharing Policy

Virtual data rooms are great for collaboration. When a team is working together on a project, file sharing problems can be eliminated by having one place for documents to be viewed, edited, and stored as needed.

But what happens when an employee downloads a file, completes their portion of the project, and then emails it to the next employee rather than keeping everything safe in the cloud? Or what happens if they print a confidential document and then drop it on the way out to their car? Make sure employees understand the importance of file security and respect it before granting them access to crucial data.

Solution – Make it a company policy that all files are shared via a secure cloud platform. Prohibit file sharing through email, flash drives, or freely accessible links. Encourage collaboration within cloud workspaces by utilizing comment and notification features.

Mistake #4 – Not Taking Advantage of Cloud Storage Features

While we’ve already mentioned a few cloud storage features that can help protect your files, there are plenty of others worth mentioning.

Look for sharing features, like branded invitations that can be emailed to recipients rather than sending a file as an attachment. Being able to add password protection to files along with expiration dates are both great features to use for confidential and time-sensitive data.

For additional security, look for custom session timeouts to protect data in the hands of forgetful coworkers along with two-factor authentication. Finally, the most secure file sharing service will allow you to immediately revoke access to a specific workspace, folder, or file should you believe data is at risk.

Solution – Schedule a demo with a cloud storage provider that you’re considering or one you’re already working with to make sure you’re using the platform to its full potential.

Using a cloud storage service for online file sharing between businesses is a safe and practical solution for many common file sharing security risks. If you’re ready to see how a cloud service can help provide your business with smart security and storage solutions, reach out to Onehub today.

3 Steps to Take Care of Before Migrating to a Cloud-Based Document Management System

Woman moving a cardboard box in front of a yellow wall.

When you need to have a contract signed by a client or you’re handling internal files like marketing budgets and payroll, transferring files through email isn’t always the best option. Knowing that your company documents are easily accessible yet safe from prying eyes is important, so the best way to share documents online is by using document sharing software.

Sharing files via the cloud offers many benefits but making the switch can be overwhelming at first. Here are three steps to take before migrating your business data to the cloud.

Step 1 – Find a Service

The first step to take once you’ve decided to implement cloud based file sharing for business is to find a provider with features that compliment your business. Not all cloud sharing services are alike and taking time to make sure your chosen service offers everything you need will save you from having to switch services in the future. Consider the following.

Security
When it comes to choosing a document sharing service, security should always be one of the first criterion you check.

A top-performing service’s bag of security tools will include role-based permissions, session timeouts, two-factor authentication, automatic file deletion, and data encryption, for both data in transit and at rest. Investigate past performances of a company to make sure security isn’t a responsibility they struggle with.

Integration
The best cloud sharing software will fully integrate with several other types of software and services your company currently uses.

Switching to a cloud-based document management system can eliminate the need for several of your current services. But because you’ll probably still need to keep a few around, make sure they’re compatible with your document sharing service.

Growth
No business can survive stagnancy. Make sure you choose a service with the capacity to grow with your business.

Basic features
Finally, make sure your provider offers a large variety of basic features that your business can use to boost productivity and develop your brand. These features could include:

  • Drag and drop uploading
  • Internal messaging
  • Full text search
  • White label support

When it comes to choosing a file sharing service, never compromise. There’s a service out there that’s sure to meet your needs. Once you’ve found it, it’s time to move on to the next step in data migration.

Step 2 – Organize and Declutter Your Files

The average company can have nearly 10 million files in their database. While some of that is certainly critical, a significant portion could be duplicate copies, outdated files, or irrelevant material. Moving your data is the perfect opportunity to organize and declutter business files. Here are a few tips.

Remove personal documents
Have all team members (including yourself) remove any personal documents stored within company folders.

Categorize
Employees spend about two hours a week finding, sharing, and storing documents. Taking the time to find a system that works for your entire team can save countless resources.

Hopefully, you already use a filing system. But if it’s time to sophisticate your file storage, brainstorm how to organize by category. There are a few different ways to do this, depending on your business model.

You can organize files by departments, clients, products, or come up with your own method. Make sure to date when necessary (e.g. 2018 Payroll Records) and use subfolders when needed (e.g. Client Project 1, Client Project 2, etc.). Modify your system as you see fit, and don’t be afraid to make changes to an archaic system if they’ll make a positive difference.

Finalize a naming system
One great feature about file sharing services is that you can easily search for documents. But this becomes even easier if every file is named with the same format.

Always use the same date format so files stay in chronological order, avoid special characters, and use underscores instead of spaces for a uniform and simple to search setup.

Discard files when no longer needed
Data migration is a great time to delete files or folders you no longer need. But before you dump your desktop into the recycle bin, remember that the government has a say in how long you need to keep certain documents. For example:

  • Payroll records for nonexempt employees need to be kept for three years.
  • Employment records need to be kept for one year from the employee’s termination date.
  • Business tax returns and supporting documents should be kept for six years.
  • Job applicant information should be kept for three years, even if the applicant wasn’t hired.

Keep in mind that these are federal guidelines. Your state could require you to keep some documents longer. And when it comes to property deeds, meeting minutes, budgets, financial statements, and audit reports, these should be kept indefinitely. Check with your accountant or lawyer to find out what files you should keep.

Step 3 – Plan and Execute

Now that you have a cloud file sharing for business provider and your documents are organized, it’s time to plan the migration from your in-house storage to its new digital home. Follow these steps for a seamless experience.

Build a team
Your document sharing software service will certainly help you as you migrate your files but having a few team members in charge of overseeing the process will help. Have them start with a few test files to learn the process, discover potential pitfalls, and come up with a strategy that’s as efficient as possible.

Schedule your migration
It’s difficult to know exactly how long it will take for a transfer to take place. It depends on the number of files, their sizes, their source, your bandwidth, and several other factors.

It’s always better to estimate a longer migration time than a shorter one and build your schedule around it. Your support team should help you determine how long your transfer will take, and then you can then come up with a schedule for when certain blocks of files will be transferred to ensure nothing is forgotten.

Review your migration
While the majority of data transfers take place without incident, it’s always in the best interest of your business to double check files and folders as they’re moved. Come up with a checks and balances system to prevent files from being overlooked.

Train and adapt
Some team members and clients may feel apprehensive about the data move. You’ll need to train and reassure everyone affected.

But as they gain confidence and understanding, everyone is sure to see the associated benefits with document sharing software

Moving your files to the cloud will allow you to easily access your documents from anywhere with an internet connection. Even though a lot of thought and planning goes into a migration, the results are well worth it.

If you need help planning your data transfer, or have questions about the process, reach out to Onehub for clarity and direction.

4 Ways an Encrypted File Sharing Service Can Help Your Business Share Documents with Confidence

Coworkers holding hands to demonstrate how things can be stronger when you work together.

When it comes to sensitive information, there’s no such thing as being too careful. Work-related documents are incredibly sensitive and often confidential. But with more companies turning to digital file storage and sharing options (and more clients expecting the convenience), do you know how to securely share files?

Using document sharing software that takes security as seriously as you do is the first step. The second is to make sure they use encryption, preferably bank-level. Here’s what every business needs to know about using an encrypted file sharing service and how to safely share documents.

What Is Bank-Level Encryption? 

Banks are privy to some of our most personal information. It should come as no surprise that security is one of the top priorities of any financial institution. 

You’re sure to find standard precautions, like security questions, two-factor authentication, and firewall software in a bank’s toolkit of security measures. But when it comes to protecting social security numbers, bank accounts, and credit card information, bank-level encryption is a must.

Bank-level encryption refers to a certain level of encryption imposed over digital files and online transactions. There are different degrees of encryption, including 128, 192, and 256 bits. Most financial institutions utilize 256-bit. Any level of encryption makes it difficult to access or decipher data, but bank-level encryption is virtually impossible to crack. 

Here’s why. 256-bit refers to the exponent that represents the number of possible encryption combinations data has been coded with. This equates to an overwhelming number of combinations, preventing hackers from easily accessing or deciphering your data. 

How difficult is it for hackers to crack the code? Let’s put it this way. 128-bit level of encryption has 340,282,366,920,938,463,463,374,607,431,768,211,456, or 2128 different combinations. 256-bit has 2256 combinations (a number with 78 digits!) and is 340 billion-billion-billion-billion times harder to crack than 128-bit. It’s easy to see how an encrypted file sharing service has your security in mind.

4 Ways an Encrypted File Sharing Service Protects Your Business

Saying that bank-level encryption keeps your documents safe is just the tip of the iceberg. There are plenty of other benefits to keep in mind if you’re worried about how to securely share files with clients and other companies. Here are four reasons why working with document sharing software that uses file encryption is so important.

1. Protect business documents

This is the most obvious benefit of bank-level encryption, and there are several layers to it. But first, let’s explain how encryption works a bit more.

Think of data as a picture. When it’s encrypted, it’s cut into billions of puzzle pieces that are then scrambled and mixed together. Now should a hacker come across these puzzle pieces, they’ll be hard pressed to put them back together, not just because of how many there are, but also because they have no idea what the final picture is supposed to look like.

So why can you still see your picture, or data, when viewing it through secure file sharing software? Ownership of data, or being assigned privileges, grants you access to an encryption key that puts the picture together for you.

This means that any documents your clients share with you through your document sharing software will be protected from hackers, while approved parties can still access data as needed. Your clients will sleep easier knowing that any documents shared between them and your business are safe and secure. 

Your internal documents are also protected. This could include employee applications containing social security numbers and birthdates, confidential data about upcoming product releases or services, and marketing research that could be devastating should it land in the wrong hands. Knowing your data is encrypted and protected can let you focus on other important business tasks instead of security.

Protecting business documents also comes with financial benefits. Notification costs related to breaches can add up to $740,000 while the average cost of a data breach is $3.86 million. Can your company afford to not encrypt data?

2. Secure more business

Imagine that you’re looking for a new insurance provider for your business. You’ve narrowed down your choices to two contenders. Both premium quotes are similar in price and comparable in coverage, and both providers use data sharing services. But only one offers bank-level encryption. Which one would you choose?

Now consider your own industry. If you market that your company uses document sharing software, and that you provide bank-level virtually unbeatable security protection for client data, you can connect with more leads and potentially boost business. 

3. Safe and simple backup protocol

Backing up data isn’t always a top priority for businesses. And those that do take the time to create a copy of data that can be recovered should their primary data fail, often put themselves at risk for a breach with less than secure methods. 

30% of companies with over 1,000 sensitive folders allow open access to the contained information. Backing up documents that aren’t needed on a daily basis is one way to save resources and prevent a major fallout from compromised data. Backing data up through a file sharing service means it will be encrypted and kept safer than storing it on an external hard drive.

4. Protect financial information

Your financial institution is doing its part to protect your bank account and credit card numbers. But are you doing your share to protect your financials (and those of your customers)? 

Making sure tax information, payroll data, and financial records are safe and secure with encrypted data storage is crucial. You also need to make sure any saved transactional data from clients is encrypted and protected. When it comes to sharing financial documents with clients, knowing they can be shared through a secure client portal instead of potentially being hacked in an email is beneficial for all involved parties.

When working with a document sharing software provider, make sure they’re clear on when data is encrypted. You want to make sure your data is being protected at all times and from all angles. Just as seatbelts are worn when a car is moving and stopped, data needs to be protected in transit and at rest.

How can your business know it can securely share files in today’s virtual offices with the constant threat of ransomware and data breaches? 

While there’s always a risk, companies who work with document sharing software that use 256-bit encryption, like Onehub, are less likely to experience the consequences of a breach.

It takes an average of 69 days to contain a breach. But you can have your data encrypted today. To learn more about safe encrypted data storage, schedule a free demo with Onehub.

 

Only the Best File Sharing Service Providers Have These Features – 2019 Checklist

the-best-file-sharing-service-providers-have-these-features

Choosing a file sharing service isn’t a decision that should be made lightly. But when you’re overwhelmed by the number of providers, procrastination can set in. Before you know it, months have gone by without taking a step towards implementing online document sharing in your business.

If you’re ready to enjoy the benefits of online document sharing, look for a service with the following features, only the best business file sharing providers have them.

Storage Features

When you manage your own file storage, you feel like you’re in control. Many business owners are surprised to discover all the benefits that come along with switching to a file sharing service. They feel as if they have more control than ever over their filing system.

Look for providers that feature drag and drop uploading so you can move your files in just one step. The best file sharing platform simulate your existing folder-based organization setup, so you don’t have to reinvent the storage wheel.

Move, copy, and search features should be standard as well. If you come across a service that leaves you frustrated with how you can store, access, and edit your files, move on to the next.

Sharing Features

Sharing capabilities are one of the best advantages of cloud storage. Anyone with the proper credentials can access folders or files from anywhere in the world, as long as they have an internet connection. This makes it easy to share and collaborate with coworkers, contract workers, and clients, no matter their geographical location.

When choosing a provider, look for advanced sharing capabilities. For each file, you should be able to regulate who can view, download, or edit its content. Look for a feature that allows you to invite users to specific folders or files through links and emails. As the file owner, you should have the ability to easily grant, revoke, or modify access as needed. When it comes to sharing features, make sure that you have continuous control over who can access what.

Security Features

One of the biggest data storage myths holding business owners back from making the switch to online file sharing is the fear of poor security. There are certainly services out there that don’t take data security seriously. But the best digital file sharing services understand that security is arguably the most important feature they provide.

When searching for the best file sharing platform, look for security features such as role-based permissions, audit trails, session timeouts, and two-factor authentication. These features keep you in control of who can view, download, and print files. Audit trails let you see who has accessed files and what they did with the data.

For added security, session timeouts prevent the wrong eyes from seeing confidential information while additional features like complex password policies and two-factor authentication help protect your business, employees, and clients.

Preview Features

Having the ability to view previews directly in your browser without having to download or open additional software is an appreciated feature many business owners don’t think to look for. File sharing software providers without preview capabilities waste the time and resources of their clients.

You should also make sure your chosen provider offers a wide selection of supported file types within its preview features, so you’re not limited in your viewing capabilities.

Collaboration Features

The ability to collaborate through virtual files is a must-have feature. The best file sharing services don’t complicate collaboration. They offer commenting options, messaging capabilities, and activity tracking.

Notifications are another great feature to look for. Whether you’re working with one team member or a dozen, everyone can have a voice that’s equally heard with strong collaboration features.

Customization Features

The best cloud data storage provides all the services and features you need while also staying out of the limelight.

Look for customization features that enable you to upload your company logo, create color schemes, construct branded emails, and secure custom domains. For a truly seamless experience, look for the option to add white label support to your account.

Data Room Features

Data rooms give you full control over your files and who interacts with them. If you have a series of files that need to be viewed by multiple parties, you can allow participants access to the content without them ever coming into contact with each other.

Look for data room features that help you set up workspaces with automatic file deletion to protect your files and company.

Client Portal Features

If your business can benefit from the convenience and additional security client portals provide, you’ll want to look for a couple features from your provider. The first is embedded sign in forms. These allow validated users to access files directly from your web page for convenience and professionalism.

Another feature to look for is a dashboard. This creates a welcoming and encouraging online environment for wary clients. Finally, the ability to temporarily freeze projects and their associated files protects data while keeping them within reach for when they’re needed again.

Have You Found the Best File Sharing Service?

It’s always recommended to thoroughly explore and vet possible data file sharing service providers. But if the idea of working through this checklist seems like it’s too much, we have good news.

Onehub provides all these features and more. To see if they’re the best business file sharing service for you, schedule your free trial or work with a representative to decide which features are most important for your business.

How the Best File Sharing Platform Improves Business Communication

Effective business communication requires a platform, personnel, and a purpose. A conference room filled with top staff members discussing client projects used to be how these requirements were fulfilled. But today’s technology has enabled business communication to evolve past physical world limitations and into the digital space.

One technology businesses are taking is document sharing software, where documents can be digitally uploaded, tracked, and securely archived. These files can also be viewed in digital workspaces by authorized users who can collaborate in real time, no matter their physical location.

Using the best business file sharing platform is a smart way to improve communication with employees and clients alike while simultaneously increasing productivity. Here are four great reasons to consider making the switch to document sharing software.

1. Cater to a Client’s Schedule

Document sharing software enables companies to provide each client with every piece of data relevant to their account or project. This could include initial quotes, contracts, presentations, detailed memos, and other documents directly related to their account.

A common customer service complaint is that companies waste time when answering questions or addressing a client’s accommodations. In fact, 66% of consumers feel that the most important thing a company can do is value their time.

How often is your company contacted through chat, email, or over the phone about questions regarding contract terms or project updates? How often are you supplying data you’ve already given to a client because they can’t track it down?

With the best file sharing platform, clients can log on when it’s convenient for them and see the updated status of a project, check their contract terms, or even leave a comment or question for a team member. Clients will never feel that they’re being ignored and they’ll have the power to find answers on their terms. You’ll also be able to free up other communication channels and gain more working time.

2. Eliminate Email Annoyances

The introduction of email in the 1990s changed how we communicate forever. However, the excitement around email has long worn off. According to CareerBuilder, 26% of employees think email is a major productivity killer.

While email certainly has its benefits, it can also be overwhelming. Lengthy emails tend to make exchanges longer than necessary. Email threads can also get drawn out, making it difficult to locate initial information. Employees are often CC’d when not necessary and find their inboxes clogged with irrelevant responses from mass emails.

Communicating through document storage platforms can help. Lengthy emails can be eliminated through real time chats within virtual Workplaces. There’s no risk for lost attachments through long email threads. Instead, they’re always easily accessible.

Collaboration notifications also mean less combing through emails and more direct and prompt responses to questions and feedback.

3. Get More People Involved in the Conversation

When using the best file sharing service, your discussions and Workplace events are less restricted. You don’t have to limit in-house meetings to the number of chairs in the room. You don’t have to worry about audio errors with video chats or participant limitations with audio conferencing. You don’t have to worry about updating staff members who are out sick, contract workers out of the country, or clients unable to attend of what the meeting entailed.

Instead, you can collaborate on projects and work on tasks with as many people as you need to get the job done. As an account owner, you’ll know who has accessed documents and completed their assigned tasks. You can send out messages as needed, review files, and stay up to date with email summaries. All involved parties remain informed without having to take time out for a meeting or dial in to a conference call.

4. Stop Checking the Clock

With 55% of companies planning on increasing their use of freelancers, outsourcing is quickly becoming a standard business practice. But not all freelancers live in the United States, and some American freelancers travel abroad while delivering their digital services.

It’s also become easier than ever for companies to work with international clients. Working with freelancers and clients across an ocean leads to one of the biggest caveats of doing global business of any kind – time zones. When you need to discuss a matter with a freelancer or client but they’re always sleeping during your work hours (and vice versa), productivity can come to a halt.

With document sharing software, employers, employees, contract workers, and clients can collaborate without scheduling around other involved parties. They can check in on updates, view newly assigned tasks, and participate in discussions, even if there’s a bit of a time delay.

Business Communication Tips

Here are some final tips to keep in mind when switching to document sharing software to improve business communication.

  • Prepare for an adjustment period – It will take some time for both your company and your clients to adjust to document sharing software. But once the adjustment period has passed, the benefits are quickly felt.
  • Learn digital security – Compared to other communication methods, sharing documents through the cloud is safer and more secure. But you should still brush up on digital security terms, trends, and threats. While you can rely on the best file sharing platform to keep your documents safe, you need to do your part as well.
  • Don’t lose your human touch – Three quarters of surveyed consumers want more human interaction with companies they work with in the future, not less. So even though working with the best file sharing service can boost communication, don’t forget to keep a personal element in your brand.

Business communication technology is continuously improving. If your company isn’t evolving with it, you could be hurting your productivity and bottom line. To learn more about communicating with document sharing software, reach out to Onehub for your free demo.

Finding the Best Business Cloud Storage with Advanced Security Features – Plus 3 Bonus Security Tips

On average, it takes over six months to realize a network has been breached. The damage done in this amount of time can be catastrophic for businesses.

Unfortunately, for many small to medium-sized companies, the up-front capital expenses of cyber security are out of reach. Instead, many turn to a cloud service provider to store and protect their data. But how do you know which provider is the best business cloud storage option?

If you’re researching cloud service providers, we suggest checking for the following must-have security features.

4 Security Features Only the Best Business Cloud Storage Providers Use

1. Event Logging and Two-Factor Authentication

Event logs track notifications, errors, and events happening in the background of your computer. If you suspect malicious activity within your network, checking your event log is one way to confirm or dismiss your suspicions.

In much the same way, a secure cloud service provider should allow you to track events within your account. This feature lets you sign up for notifications whenever someone accesses your cloud storage, views a preview, downloads a file, or prints a document. You should also be able to download a log so you can review past events.

But because hacking is a constant threat to any network, having additional security is also recommended. A secure cloud service provider should also provide the option to require two-factor authentication so that even with a correct username and password, hackers can’t gain access to your data.

2. Perimeter and Internal Firewalls

The most secure cloud storage providers should have two types of firewalls. The first is called a perimeter firewall, which controls all exchanges between your network and that of the cloud service. It acts as a first line of defense against external attacks and cloud storage security issues.

A perimeter firewall is important but it’s not enough on its own. An internal firewall, as its name suggests, protects your data from attacks within the network. Should an advisor’s credentials become compromised or an approved user with malicious intent decide to attack from within the cloud, an internal firewall can help to limit damage from a breach or prevent one entirely.

3. Data Encryption

Encrypting your data makes it essentially useless to hackers. Even if they’re able to access customer credit card information, confidential project documents, or employee social security numbers, they won’t be able to make sense of any of it, if it’s encrypted.

Hackers can sometimes break through encryption, which is why you’ll still have to alert customers or employees if you experience a data breach. But encryption at least buys affected parties time to take the necessary steps to protect themselves, such as canceling credit cards or closely monitoring their credit scores for suspicious activity.

Secure cloud storage providers will either provide data encryption services on their own or be integrable with third-party services. You can also encrypt your own data if you prefer.

If going with a cloud storage provider, check to make sure that all the data stored is encrypted both in transit and at rest to better protect your critical and sensitive information.

4. Physical Security

A cloud storage service will always have physical hardware that needs to be protected. Though not as common as malware or ransomware attacks, hackers have been known to attempt to gain access to secure information through a network’s physical systems.

A cloud storage service committed to security should have a facility with an sophisticated camera and alarm system, checkpoints with controlled access, and additional security measures as needed. In a cloud storage or virtual data room comparison, make sure you investigate the physical barriers between your data and a potential hacker.

3 Bonus Security Tips for Every Business Using the Cloud

Even with all your data stored in the cloud, there are still several actions you can take to prevent cloud storage security issues. Start with these three tips that every business using the cloud can implement within their systems.

Follow recommended password protocols – Poor password security can set you up for a breach. Make sure to keep your passwords safe and never use the same password for multiple platforms. Avoid using personal yet discoverable information like your spouse’s name or your birthdate. If you struggle to remember complicated passwords, consider using a password manager.

  • Remain vigilant – Hackers can attack at any time. While you don’t need to spend every moment of your workday checking for evidence of a cyberattack, you should know what to look out for. A suddenly slow connection, unexpected popups, or mysterious computer behavior are all signs of a possible breach. Educate your employees on what to look out for as well. If you suspect an attack has taken place, contact your cloud storage provider immediately to see if your data has been compromised in any way.
  • Check in with your cloud service provider – The best cloud service providers will continuously update their systems with new features for the security of cloud storage. Make sure you check in with your provider on occasion and ask if you’re taking full advantage of every security feature they offer and if there is anything else you can do to keep your data secure.
  • The security of cloud storage is an ongoing battle. But by checking for these cloud storage security features when searching for a provider, you can breathe easier knowing that all possible steps are being taken to protect your company’s data.

As one of the best business cloud storage providers, Onehub is committed to secure cloud storage and offers all these security features and more. Learn more about how data stored with Onehub is safe, secure, and protected by requesting a free demo.

Your Checklist for Picking the Right Cloud Storage for Small Business

Cloud storage provides small businesses with impressive data benefits, like accessibility, security, and lower storage costs.

However, finding the best cloud storage for small business can prove challenging. Browse through the following checklist of cloud features to make sure you’re working with the best secure cloud file sharing service for your business.

6-Point Checklist for Finding Cloud Storage for Small Business

1. Integration Capabilities

What types of software, services, or platforms do you currently use to run your business? Put together a list of all such systems and match them against potential cloud storage companies to help you quickly narrow down your list of options.

While many cloud companies consider themselves to be integrable, others lack the ability to play well with other services. For example, not every cloud service enables users to open Microsoft Word documents, Adobe PDF files, or marketing materials like videos, infographics, and photos, which can interrupt workflow and productivity.

You may find that working on the cloud eliminates the need for some of your current platforms, but knowing you can experience a mostly seamless transition is an important criterion to look for.

2. Security

It should go without saying that security is a crucial avenue to explore when searching for the best cloud storage for small business. Look for the following cyber-security features:

  • Role-based permissions
  • Watermarks
  • Automatic file deletion
  • Event logs
  • Two-factor authentication
  • Data encryption (for both data at rest and in transit)
  • Password enforcement options
  • Session timeouts

You should be able to quickly tell how much a cloud service values security by exploring their website and reviews. If you have any concerns about the security a vendor can provide you with, it’s probably better to move on to another potential cloud service.

3. Location of Data Centers

If you conduct international business, you’ll want to know the physical location of your potential vendor’s data centers in order to comply with data sovereignty laws and regulations.

Another reason to know the location of a cloud storage service’s data centers has more to do with back-up and disaster recovery. If by chance the data center is nearby and a local event, such as a flood or a simple power outage that affects both your location and the cloud facility, it could take longer to get back up and running.

4. Affordable Cost

Small businesses often assume they don’t have the budget for cloud storage. But because storage is sold on a modular basis, you won’t be paying the same monthly fees as an enterprise would. Instead, the best cloud storage pricing will only charge you for what you need.

But before you dive in, you should thoroughly explore the costs of cloud based storage for small business and compare the numbers to what you’re currently paying for in-house storage. First, add up your current utility, IT, and hardware costs. Then compare the number to a cloud plan fee that fits your needs while offering room to grow. For most small businesses, the answer will be clear.

5. Scalability, Availability, and Performance

The best cloud storage for small business will give you scalability, availability and performance. As your data volume grows, working with a provider that’s scalable will prevent you from having to look for a new, larger provider and having to migrate all of your data.

The availability of your provider is crucial. A system that experiences too much downtime will have a negative effect on your business. One of the most enjoyed benefits of cloud storage is that documents are always available to approved users as long as they’re on a device connected to the internet.

A cloud service with frequent downtime eats away at this benefit. Make sure your provider has an impeccable reputation for availability.

Finally, review performance speeds of your cloud candidates. Some vendors offer different levels of performance speeds at different price points. You don’t want to pay for speed you don’t need, but for most companies, speed is a major factor. If you don’t have time to wait for a slower than average cloud provider this will be an important criterion to check.

6. Features

If a potential provider has ticked all the boxes so far, now it’s time to consider the unique features they offer. Every business will require their own list of features, but you can start by looking for some of the most common, including the following.

  • Drag and drop uploading – Moving files to the cloud should only take a few seconds with this feature.
  • Full-text search – Every word of every file is indexed so you’ll never waste time searching for a document again.
  • User management – Decide which team members can access certain documents and modify as needed for both production and security.
  • Collaboration features – Assign tasks, post comments, and communicate through messaging to keep projects running as planned.
  • Customization options – Create a seamless experience for clients by customizing files with logos, colors, and white label support.

Finding the right cloud storage for YOUR small business may take some time. There are plenty of providers out there but not all of them will be a match for your unique needs. But now that you know what to look for, you’ll be able to join the cloud with more confidence once you make your decision.

To learn more about Onehub’s unique features and services, request a demo and see if it’s the best cloud service for your small business.

What Is the Best Cloud Storage? We Debunk the Myths to Find Out

With so much chatter about safe data storage, you can find yourself with a lot of questions.

Is cloud storage secure?

How much does it cost?

What is the best cloud storage provider?

We took the time to comb through the most common cloud storage myths and set the truth free about all things cloud. Take a look for yourself.

Myth #1 – Cloud Data Is Insecure

This is by far the most common myth about cloud storage. While certainly not unreasonable, this misconception stops plenty of companies from switching to the cloud.

But before writing off such innovative technology, there are a few facts to know about cloud security.

First, security is a top focus for all cloud storage providers. Security experts work around the clock to stay ahead of hacker trends and protect their servers. In a cloud storage comparison against in-house servers, security is often vastly improved with the cloud.

Servers are often more physically secure with cloud storage as well. They’re typically monitored with camera systems, kept behind physical barriers, and can only be reached by a select few.

Also, many cloud breaches aren’t breaches at all. They’re the result of poor password security. A recent report from Gartner states that customers will account for 95% of cloud security failures through 2020. While there are additional security measures you can take, like data encryption and two-factor authentication, protecting your credentials should always be at the top of your list.

Finally, it’s important to know that cloud service employees don’t have access to your data. It’s a common misconception that your data is floating freely within the cloud for its technicians and customer service representatives to browse. This simply isn’t true.

Myth #2 – Cloud Services Are Expensive

At first glance, cloud services can seem out of reach, especially for smaller businesses with nominal budgets.

But when all considerations are priced out individually, it often becomes clear that businesses can actually save money by using the best cloud storage solution for their needs. In fact, a CompTIA report found that 47% of respondents listed overall savings as the top benefit of moving their data to cloud storage.

The costs of in-house storage are often mixed in with other business costs, making it difficult to determine what’s solely related to data storage. But when you consider utility costs, IT personnel salaries, hardware, and maintenance, the idea of paying a transparent flat rate for data storage makes more sense.

Myth #3 – Cloud Technology Is a Fad

By 2020, 83% of the company workload will be on the cloud. With that high of a percentage, it seems nearly impossible that cloud storage will ever disappear. The conception of cloud services can be traced back to the 1950s, so it can be said that the cloud has some definite staying power.

The future of cloud services is bright, with the industry estimated to reach a worth of $150 billion by the end of 2020. This anticipated jump has allowed cloud storage to surpass several other industries, including education services, corporate management, and utilities.

Myth #4 – Transitioning to the Cloud Is Slow and Difficult

Business owners often worry that switching to even the best cloud storage solution will put a screeching halt to their productivity for weeks or even months on end. The truth is that getting started on the cloud takes just a few minutes. In most cases, businesses can be utilizing the cloud in their normal business protocols on the same day they sign up.

A good cloud provider will make sure that the process of switching data over is simple and stress-free. While it may take a few days to get a handle on all the features and move over every last bit of data, productivity within a team utilizing cloud storage should sharply improve with time.

Myth #5 – My Business Isn’t Ready for the Cloud

The cloud is incredibly flexible. Many cloud providers offer their technology on a modular basis, so you’ll only pay for what you need. And if you find that your cloud needs change over time, it’s simple to increase or decrease your storage space.

If you’re worried your business isn’t ready for cloud storage, think of the alternative. Having a small staff now with in-house storage might work just fine. But should your business suddenly grow, the complexity and cost of upgrading your data storage could quickly get out of control. Switching to the cloud now can save your future resources.

There are plenty of rumors swirling around about the cloud. Before you let them make the decision on cloud storage for you, take the time to do a little investigating of your own.

So, what is the best cloud storage? It’s the one that makes the most sense for your business. Whether you’re looking for the best cloud backup solution, want to utilize secure file sharing for business clients, or need a service that allows you to complete most of your business exchanges within their servers, there’s an option out there for you.

To learn more about cloud storage and what it can do for your business, reach out to Onehub for a complimentary demo.