Document automation saves businesses a lot of time. Without it, you need employees to convert data into presentable documents. It takes time and resources. On the other hand, with tools like Pagination, you need not worry about it. The tool takes data from any source and converts it into a highly readable and stunning document.
Automating document creation offers efficiency. However, it comes with its own set of drawbacks. Document automation tools are on the cloud, meaning your files will be stored on the internet. The problem with that is it gives cybercriminals easier access to your data. Thankfully, there are ways to prevent that. You need to be aware of the best cloud security protocols. We will discuss that in this article.
Risks in Cloud Security
As Kaspersky has put it, the biggest problem with cloud security is that there is no perimeter. You are not protecting just your local network or a specific system that your company uses. With cloud computing, everything is connected. That said, if cybercriminals can hijack an account, they can cause several problems for your company.
Document automation uses data sources like Excel and CMS files to create documents. They may contain sensitive information about your company, employees, or customers. If malicious actors can get their hands on these, they can cause financial and reputational damage.
Shared Responsibilities
Keep in mind that cloud security is a responsibility that is shared between you, the customer, and the cloud provider. There are responsibilities that are always yours or always theirs. Furthermore, some responsibilities could be yours or the provider’s, depending on the service model.
Responsibility That Is Always the Customers’
It is your responsibility to manage the users of the cloud-based tools. You must control their access privileges and ensure that all accounts are secure. On top of that, you must encrypt your cloud-based assets to protect them from outsider threats.
Responsibilities That Are Always the Providers’
The cloud provider must secure the infrastructure. That means they should secure the physical network and devices that host the cloud-based tool. Likewise, they must secure the storage systems where the data being processed are kept.
Furthermore, the provider should release security updates that would patch all known vulnerabilities.
Best Cloud Security Practices
Here are the best cloud security practices that will help ensure your data is protected from cyber threats. Please note that these are only some of them. We recommend doing your own research to find additional tips.
Choose a Reliable Provider
There are many cloud-based document automation tools available in the market. However, not all of them are reliable. Some may be excellent at creating documents but are not secure. Meanwhile, other options are secure but are not efficient.
Pagination stands out for this reason. It is balanced around creating stunning documents efficiently while ensuring there will be no data leaks. On top of that, it boasts an intuitive design and straightforward workflows. So, your employees would have no trouble learning how to use it.
Limit Access to Sensitive Data
You can set roles for your employees and set access permissions based on that. With access controls, you can disable employees from accessing data they do not need to perform their jobs. What this accomplishes is that it prevents data misuse. Moreover, it helps minimize the impact of successful attacks. Suppose a hacker was able to hijack an account. They will not be able to see all your data.
Enforce Strict Password Policies
Require every user to use strong passwords. Instruct them not to use their names, birthdays, or other passwords that are easy to guess. Instead, they should use long passwords with a combination of numbers, small and capital letters, and even special characters.
Here are two password examples: password123 and Rmi57ltH5BX8MjsQ. The first one is a common password. It is one of the passwords a hacker will use in their first hijacking attempts. Therefore, it is not safe to use.
On the other hand, it would take the hacker more than a thousand tries to guess the second password. You can set a limit that prevents a user from trying again after 3 failed tries. They will have to wait before they can do it again. This shows how strong these complicated passwords can be and why you should use them.
Enable Multi-Factor Authentication
The rise of AI tools has made cyberattacks more advanced. That said, using strong passwords may not be enough. You can enable two-factor or multi-factor authentication to reinforce that.
Suppose a hacker was able to guess a user’s password. They will need to provide a one-time password to actually enter. The system will send this password to the owner of the account. As such, the cybercriminal will not know what it is. On top of that, the account owner will know that someone is trying to log into their account. Because of that, they will know that they need to change their password to prevent that from happening again.
Use VPN
You should encrypt the data you are sending to the cloud-based tool to prevent outsiders from being able to read it. The best way to do that is through the use of a Virtual Private Network or VPN. It encrypts your connection, making sure that cybercriminals can’t intercept it.
Like document automation tools, there are many VPN providers. You must scrutinize your options to gauge how reliable they are. You can start by reading this Surfshark review that the cybersecurity experts at Cybernews have written.
Conclusion
Document automation offers many benefits to businesses, including enhanced efficiency, minimized errors, and reduced costs. However, many document automation tools are cloud-based. The problem with that is it increases the attack surface because when it comes to cloud computing, everything is connected.
That said, knowing the best cloud security practices is a must. You must select secure tools and use VPNs. On top of that, you must control user access, enforce password policies, and enable multi-factor authentication. By taking these measures, you can protect your data from cybercriminals.
