careful setup makes it easy to disable accounts when people leave.
technology in the cloud has already shown its promise. many small businesses have already moved from having physical servers onsite to a “cloud-only” technology strategy. they’re experiencing significant gains in productivity and mobility. you may be wondering if that’s the right decision for your company.
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cloud technology works. in fact, the cloud is secure, flexible, mobile, affordable and dependable. but it’s not magic. it takes more planning and work than simply saying, “alexa, turn on the cloud-only tech strategy.”
here are some key points to consider…
sign-in decisions
obviously, security is a top concern on your list, and rightfully so. picking the right cloud vendor with appropriate certifications and third-party audits is just the first step toward keeping your data safe. the weakest link in data protection isn’t the technology. it’s the user and it begins with the sign-in (i.e., authentication) process.
multifactor authentication (mfa) ensures that only authorized individuals can access firm data. most cloud-based solutions offer some form of mfa; typically, each has its own method that must be configured. by the time your organization adds its sixth cloud application, managing authentication methods for each app becomes a major headache (what’s my password for this app? what security answers did i use? you get the picture.)
you’ll also need to think about a password policy that covers your network and apps. a strong password policy for your organization should include password complexity requirements, each app’s requirements recipe and a statement that a different password should be used for each of your firm’s applications.
one way to streamline the password concerns is single sign-on (sso). sso isn’t a unique offering, but setup and configuration aren’t for the faint of heart. implementing a successful sso solution requires technical knowhow and ongoing management as new applications are introduced and new security protocols are developed. additionally, with the right tool, mfa can be addressed with your sso strategy.
user account creation/termination procedures
no tech person we know has ever said, “i enjoy setting up new accounts.” creating a user account for one or two applications is manageable. but as the number of applications increases, you’ll need a checklist and time to focus or mistakes multiply quickly. depending on the size of your team, setting up new accounts can be a full-time job.
more importantly, without a plan for disabling access for departing staff members, you’re looking at a major security vulnerability. in the “good old days,” tech support simply removed a user’s network credentials and took the individual’s laptop. today, a disgruntled individual can walk out of the office, fire up a smartphone app (that has yet to be disabled) and begin downloading data or wreaking havoc. relying on a single administrative individual to manually disable a user account across a dozen apps as quickly as possible creates a significant exposure to your firm’s data. the adage, “expect the best, prepare for the worst” holds true.
there are a number of tools that help simplify new user account creation and termination across multiple applications. once the user account is set up, each application must be configured with appropriate permissions and preferences consistent with firm policies. this front-end work pays off when an individual leaves an organization. the user account can be disabled across all applications with a few clicks.
bottom line, moving to a cloud-only technology strategy requires more than a nod and a credit card. these considerations, as well as others, require time, attention and expertise. be prepared to dedicate resources for internal or external technical management so you can benefit from the productivity and mobility that cloud-only technology offers.