Although cloud accounting software is one of the safest ways to store your small business’ financial and customer information, you can always improve your cloud security where password protection, third-party applications, and backup plans are concerned. Make your data as secure as possible to avoid setbacks such as a failed audit or declining credibility with vendors.
Be Smart With Cloud Accounting Software Passwords
The simplest solutions are often the easiest to overlook. Only people who absolutely need access to your information should have a password, and everyone’s password should be different. You should avoid using common password formats or combinations, such as consecutive numbers or one upper-case letter combined with a few lower-case letters and numbers. Also, avoid using passwords you’ve used on other platforms. Your password should be hard to memorize, even for you. Create a password, write it down, and store it somewhere no one else can access. Finally, make sure employees with access to your cloud data follow these same rules.
Be Careful With Third-Party Applications
Every time you allow a third-party application access to your cloud accounting software, that application’s security affects your software’s security level. You should only give applications access if they’re completely trustworthy and have the same data protection strength as your software. If you’re unsure, check credible marketplaces for reviews, or get recommendations from associates you trust.
Always be careful about the amount and type of access you give to third-party applications. Never give an application access to more information than it needs. If you no longer use an application or find flaws in its security, remove its access to your software.
Have a Backup Plan in Place
Cloud accounting software usually comes with a backup feature that keeps a copy of your data in case it gets lost or corrupted. Read over your agreement with the provider, and see if there’s a backup feature built in and whether it covers all lost data, even if you or one of your employees accidentally deletes, changes, or corrupts your stored information. Check to make sure backup features protect your business, not just the cloud provider you’re using to store data. In addition, find out the provider’s policy on lost data, whether the provider can help you retrieve it, and whether there are limits to backing up your information.
If the provider can’t guarantee your data is reliably backed up, you need to have a “backup” backup plan. Even if the provider does back up your data, you should have another backup service or export the data and store copies securely on external hard drives.
Keep Employees Informed on Security Measures
This tip applies for all employees, whether they have direct access to your cloud data or not. Make sure all the computers used to access or change your accounting information have good malware and virus protection software and that your employees know how to make sure virus protection is working. Through regular meetings or emails, keep all your employees aware of changes to your security procedures.
Cloud accounting software is a great tool for safely storing information that’s vital to your small business. Going the extra mile to make sure your cloud data is secure adds one more layer of protection, so your business can keep operating smoothly for years to come.