Employee use of cloud storage puts UK business data at risk.

Increased use of cloud storage services by many employees is exposing many UK firms to data security risks, a survey by WinMagic has found. According to the survey, 41% of employees are now using cloud storage services at least once a week and 50% access workplace information at least once per week using personal equipment. Many employees use cloud services such as Dropbox and Google Drive to access, manage, exchange and share work files and data.

Details of the survey

The survey performed by the security firms revealed a number of irregularities that are causing data security risks and breaches. Many exposures to data security risks emanate as a result of action/inaction by employees, company or cloud service providers. More particularly, irregularities arise as a result of a breach of existing legal procedures or lack of any policy to govern actions related to managing cloud data. Also part of the breaches to data security policies emanate from lack of knowhow on using cloud data services or unfamiliarity with related policies.

WinMagic survey said that one in 20 employees use the services even though their firms disallow it. Despite increased use of cloud services by many employees across UK, this survey found that only 35% use a service that is sanctioned by the firm. It revealed that 43% of employees are not even aware of how to use cloud data services according to adopted policies while 22% do not even know if any policies have been put in place.

In addition, one in 10 cannot trust the cloud services for their data security.

Lack of or poor cloud data access policies certainly exposes firms to cybercrime. Thus, firms without stringent data security policies will increasingly become targets amidst increased rate of cybercrime. Infringement of related policies and services by employees further make the firms prone to these attacks. Poor use of cloud data services exposes potentially confidential data and/or makes it difficult to locate company files and information within the cloud.

Darin Welfare, vice-president for Europe at WinMagic said the survey shows challenges firms have in managing cloud data security. According to him, the survey tells that firms must put into place additional steps to safeguard cloud data.

Particularly, firms must ensure greater level of control to safeguard data since employees have greater access outside the corporate control. Regular users of cloud services are now accessing work document and data at home. On average, 47% of employees in UK are using work equipment at home at least once a week.

Companies, according to Welfare, not only need an additional layer of complexity but also educational programs on use of the services. There is no doubt that boosting employee’s understanding of these systems can reduce security breaches. Good IT policies will be needed to counter related malpractices. Firms also require clearer security policies within their IT departments.

Example of such of situations

An example of methods that can help firms safeguard sensitive data, according to Welfare, is ensuring that all data is encrypted before being uploaded onto the system. Encryption ensures that data on storage or transit is not readable unless decrypted by the actual receiver. This locks out unauthorized access to valuable corporate data even when other security procedures and control measures have been violated.

There is no doubt that some of the cloud services do not have stringent data security mechanisms and hence need for firms to individually take responsibility. Encryption of data puts all information under the company’s control even before the employees access it, or when the cloud service provider has not put into place any security mechanisms. Companies can, in addition, consider seeking services from providers who have stringent security policies and mechanisms.

Conclusion

In conclusion, companies need to rethink their cloud data security strategies. This is important given the popularity of cloud data services in managing, sharing and exchanging digital files within and outside firms. Cloud data services are associated with lower costs of operation when it comes to management of digital files.

Breaches in data security can lead to data loses, but more importantly, companies have reported actual financial losses where sensitive financial information landed to unauthorized hands. Hence they need to invest more in ensuring strict safety procedures and training of employees on responsible use of cloud services.