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5 Things Cloud Software Users Should Know

Tuesday December 13th, 2016

Estimated time to read: 2 minutes, 15 seconds

Cloud software is still fairly new to many people. In order to make sure that your employees are staying informed about cloud software, share with them these five items that they should know.

Multi-Factor Identification Really Works

As an extra security step, many companies have enabled multi-factor identification. Multi-factor identification is the process of creating multiple steps in order to log into and use a specific software or platform. A multi-factor identification process typically involves a user entering his or her username and password, and then entering a confirmation code that is sent via text message, or email, or through a phone call.

An extra step in the security process is like a layer of chainmail underneath armor plating; one layer of security is nice, but two is better. By requiring an additional step in the login process, software is more secure and threats to software security are minimized.

Public Wi-Fi is Risky

Even though it’s tempting to check your work email while you wait for your latte at the local coffee shop, it’s best to hold off on any cloud-based work-related items until you are sure that your Wi-Fi connection is secure.

Public Wi-Fi is convenient, but it’s simply not secure. These networks are basically the public pools of internet security, full of unknown users and things you wish you’d didn’t know about or see. If there is a chance that your connection could be compromised, wait until you get to a secure connection to check in through cloud-based work software.

HIPAA or Bust

Let’s face it: the health care industry has the right idea. If it’s private, it needs to be secure. When it comes to using cloud-based software for work, it’s best to follow in the footsteps of HIPAA. HIPAA stands for Health Insurance Portability & Accountability Act. Any legitimate physician's office will have provided you with a HIPAA notice before providing you with treatment. HIPAA outlines your rights as a patient with regards to the privacy of your medical information. This act ensures that your information is not shared with outside sources without your permission.

Why is this relevant? Because cloud-based software should be treated similarly. If an item from this software hasn’t been approved to be shared on another network or computer, don’t share it. Just don’t. Not only will this open the software up to security breaches, but it could also put you in jeopardy of facing a hefty lawsuit for negligence while using company software.

Follow this rule: if you wouldn’t share it under HIPAA, it shouldn’t be shared.

The Only Thing You Shouldn’t Recycle is Passwords

Using the same password for multiple accounts is cyber-security Russian roulette. Ask any security experts and they will tell you that recycled passwords are one of the number one issues that cause security breaches.

Make sure to create or randomly generate a secure password that includes capital and lowercase letters, numbers, and symbols, if applicable.

Think Twice Before Downloading

In the age of instant digital gratification, we are quick to accept and download just about anything on our phones or laptops without further research. After all, the app says it needs this software to run, so you might as well add it to the other dozen apps that you’re currently running.

Before you blindly download any more software, think twice and evaluate the application. Is it an application that was coded by a trusted developer? Is this something that is beneficial to the cloud-based software you are currently using? Could this application open your hardware up to a vicious security breach?

Evaluating the situation before accepting software can often mean the difference between a typical afternoon at work and a breach that could potentially bring down the software. Educate your employees about using the cloud and always request a demonstration when vetting a new cloud-based software to manage your HCM needs.

What tips have you provided to your employees to ensure cloud-based software is staying secure?

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