Depending on the cloud is practically unavoidable for any internet-connected home business. The cloud—an offsite network of servers that store data and provide online services—is vast and includes offerings like Google Drive, Microsoft Office, Dropbox, Netflix and virtual offices. Chances are, even if a business owner hasn’t set out to connect to the cloud, they already have.
As with any internet application, home businesses should choose a reputable provider and take steps to ensure the security of their data within it. The cloud should only be accessed through protected hardware—computers, tablets, phones—and properly configured networks. Cloud services must be properly vetted, so don’t allow the convenience to become a liability. Take caution in selecting a vendor. Work with an IT provider to set up the environment with layered protection and encryption, and never send private information over a public Wi-Fi network.
Here are six ways home businesses embrace the cloud to grow, prepare for disaster recovery, and become more cost efficient.
1. Expand digital space on the cloud
Home businesses typically have limited local storage. A simple way to increase data capacity is to take advantage of cloud storage. Storing your files online is customizable, and businesses only pay for what they use or plan to use. For general storage, it’s easy to set up and deploy.
This is a great option for businesses that want to free up space at home without investing in massive physical storage devices locally.
2. Share on the cloud for secure file access
Home-based businesses need to share files often, and a lot of the time this is done through email. However, regular email is not secure and should never be used to send unencrypted sensitive information, especially documents that are protected by privacy rules like HIPAA. Using a secure cloud environment to share files protects them from being compromised in transit or if the recipient’s account is hacked.
Authorized recipients can access the files from anywhere and, if needed, download copies of the files onto their devices without introducing the security risks of unencrypted email. Downloading and uploading are easy to do in the cloud, allowing employees to work from any internet-connected device.
3. Encrypted backups in the cloud help businesses stay a step ahead of cyber crime
Cyber crime is rampant, and that’s not going to change any time soon. Thus, maintaining updated backups is crucial to keep your home business safe from hacking, viruses, and ransomware. Trusted cloud providers create another line of defense against cyber crime.
Using the cloud for backups is one of the easiest ways to keep your files protected from hacker reach. When configured properly, a cloud-based backup service regularly takes an encrypted, segregated copy of your data and stores it on a third-party secure server. In the event that your data is taken hostage by ransomware or lost due to a disaster, these services can spin up an instant environment with all of your files within the hour. This keeps your business running even in the worst-case scenario of a cybersecurity breach.
4. The cloud is the best option for efficient disaster recovery
Home businesses are likely to encounter natural disasters and physical crime just as much as other companies are, and perhaps more so if the home office is located in a susceptible area or in a basement prone to flooding.
That’s where the cloud comes in. Whether the disaster comes from a flood, tornado, or by criminal activity, systems can be in place to protect data. Files stored and configured properly on the cloud allow for continued business on mobile devices or new equipment. To ensure the company can quickly come back online after a disaster, cloud backups should be audited regularly to ensure the system is syncing.
What about a minor disaster, such as an employee accidentally deleting or corrupting an important file? Simply access the revision history and restore a copy of the original.
5. Streamline with the cloud
Company continuity is essential for a home business. Some have satellite locations or allow employees to work remotely. To maintain collaboration, including when traveling and updating files on the go, the cloud streamlines sharing, storing, and accessing files from anywhere.
Anyone with login credentials can tap into the cloud server from any device with an internet connection. This includes workstations, laptops, tablets, and mobile phones, so work can be accessible worldwide. Just remember that access to the cloud should only be obtained through a secure connection.
6. Cloud-delivered efficiency and data access
Cost efficiency comes from the multitude of cloud providers and the option to pay for only what’s needed. Cloud service providers offer many different options, including unlimited storage, and give businesses the capability to scale their cloud needs up or down as demands vary. For emergency situations, some providers even offer remote-wipe security. If the time comes to cut losses on a compromised device, a command can be sent to delete all data off the machine as soon as it connects to the internet.
Improve data access efficiency through easy cloud access over any approved internet-connected device. Supervisors can granularly control access and sharing permissions for safe file sharing anywhere. Cloud-based files are designed to sync changes instantaneously from one team member’s device to another, which ensures efficient collaboration for employees even when they’re miles apart.
Safely Using the Cloud
Integration to the cloud comes with its own set of challenges, including a critical dependence on a reliable, speedy internet connection. Moving a business’s infrastructure to the cloud can be a major undertaking and should be spearheaded by a trusted IT company.
Misconfiguration can be a disaster in itself. If the company needs to be HIPAA compliant, it must make sure the cloud provider is as well and willing to sign a Business Associate Agreement. The most common problem with the cloud and compliance are security holes that lead to data breaches.
Home businesses should look for cloud providers with multi-factor authentication and built-in security and encryption. Most well-known providers have these features available by default, which helps keep data secure.
While the cloud is not a foolproof entity, it is crucial for the growth of any modern business. With its streamlining capabilities, ease of access, backups, and disaster recovery, the cloud can provide powerful tools for any home business.
