How To Stay Safe In The Cloud

We tend to hear the term, “Put it in the cloud!” used quite loosely and used rather often. It’s very common to use cloud computing as an option for storage of files, photos, video and more. Cloud services are affordable and offer convenient advantages for small to medium size businesses. Using the “cloud” can be a quick and easy way to store and access data. However, you don’t want to get too comfortable with the ease of convenience when using cloud services. You will still want to be conscious of the steps you take to keep the cloud secure. This is a virtual space that needs to be kept extremely safe. And continuing to keep it safe is an ongoing task. A big priority is to protect highly sensitive company data and to keep it safe from hackers who are lurking around the internet. There are easy steps to take to ensure you are safe when you’re cloud computing.

Let’s dive in and take a closer look at how you can stay safe in the cloud.

First of all, what is Cloud Computing?

Being in the cloud is basically using a remote network that is hosted on the Internet. Within this virtual network, you can use it to manage files, store data and work on projects. It becomes an online home for your files rather than storing files on your personal computer or a local server. To learn more about the breakdown and variations of technology associated with cloud computing, please visit our website.

Steps To Stay Safe In The Cloud

1) Use and maintain a strong password

A password that is not strong can be extremely easy for a hacker to crack. There are many programs available for a cyber criminal to use that can help them “guess” your password. To stay safe in the cloud for yourself and your employees we highly recommend creating strong passwords.  And also regularly updating these passwords at least every 3 months. For help with creating a strong password, look into using a password manager. It is a great tool to help build a password that is unique and secure.

Here are a few additional tips for building a strong password:

  • Don’t include personal information in your password that can be easily guessed.
  • Use the longest password that is allowed with the system you are using to create a password. Here’s a fun fact from an article on www.csoonline.com, “A Keeper Security study of 10 million compromised passwords found that an astonishing 17 percent of accounts used the password “123456,” and seven of the top 15 passwords on the list were six characters or less. The technology cybercriminals employ today can crack a six-character password in minutes.”
  •  Avoid using misspelled words that are still common words.
  • Do make sure to use a combination of upper and lowercase letters, special characters and numbers for your password.

 

2) Enable two-step verification

Add a second layer of security when logging into your cloud service by enabling two-factor authentication. Several cloud technology services are now offering this feature such as Google. We highly suggest setting up this feature for you and your employees. Take security a step further and make it a requirement for your employees to use two-factor for any online accounts. This ensures your cloud is safe. When you or an employee are trying to log into the cloud, a code will be sent to a second device, it’s a one-time password that is generated by an application such as Google Authenticator. You would retrieve the code from such an application and enter it as part of the log-in process for your cloud. This way the user is validated. In addition, as a business owner, you can feel good knowing the right steps are taking place to ensure the correct people are entering the cloud.

 

3) Use caution when selecting a provider

It’s important to use caution when browsing the internet. Do not click on links that look suspicious. And don’t sign up for programs or packages that are not from a trusted source. Same rules apply with selecting a cloud service provider. This will be a remote site storing sensitive information. You will want to make sure you use a cloud service that is trustworthy. Unsure about the company you want to sign up with for cloud services? First, do some research before you make any commitments and move files over. You’ll want to make sure you are signed up with a company that can offer you the most secure online space.

 

4) Watch out for phishing attacks

Keep a lookout for emails that are phishing. This is how cyber criminals can get access to your cloud service. A phishing email is an email that poses as a trusted source with the goal to trick to the user into submitting personal information from clicking on a link in the email, etc. Attackers have this process down so well they’ve also created another hack called spear phishing. With spear phishing hackers create personalized or custom emails that again look like they are from a trusted source but really are not. The goal is, of course, to try to get you to enter personal information such a password. If an employee is not aware of these type of acts performed by cyber criminals they could become a victim of this attack. Which in fact can give a hacker direct access to your cloud.

Employee training is a key solution to help educate an employee on how to stay safe and be suspicious of these type of emails. Employees can learn to double check the “from” the line, or hover over links in an email instead of right away clicking on them. Small steps such as these can go a long way with protecting your cloud and company data.

Bottom line is cloud computing is a great tool for flexibility and creates the utmost convenience for small to medium businesses.  Cloud services offer the ability for employees and business owners to share, store and work on files at their leisure. With doing so it’s important to express to those who are using the cloud to be cautious and take extra steps to keep the cloud safe. Please contact us if you have any questions about the safety of your cloud. Working with a trust outsourced IT company is a good place to start.

Common IT Security Compliance Pitfalls and How to Avoid Them

June 17, 2025
Meeting IT security compliance standards is crucial for businesses that handle sensitive data, particularly in industries such as healthcare, finance, defense, and e-commerce. Regulatory frameworks such as HIPAA, CMMC, PCI-DSS, and GDPR exist to help ensure businesses protect customer information and maintain robust cybersecurity practices. Unfortunately, many organizations fall short of these requirements, often due to common, avoidable mistakes. These gaps can result in costly fines, data breaches, and reputational damage, which can significantly impact the business's bottom line and customer trust. 1. Failing to Conduct Regular Risk Assessments The Pitfall: Many businesses overlook the importance of conducting routine risk assessments. Without these, it’s challenging to identify vulnerabilities or evaluate whether your current cybersecurity controls meet compliance standards. How to Avoid It: Implement a regular risk assessment schedule. Work with a qualified IT provider to evaluate your systems, identify weaknesses, and document remediation plans. These assessments should be performed at least annually, or whenever significant changes to the system occur. 2. Inadequate Employee Training The Pitfall: Your employees are your first line of defense—and often your most significant vulnerability. A common compliance issue arises when businesses fail to train staff on cybersecurity best practices or on handling sensitive data appropriately. How to Avoid It: Invest in ongoing cybersecurity awareness training. Ensure employees understand how to recognize phishing emails, create strong passwords, and report any suspicious activity. Training should be updated regularly to reflect current threats and compliance requirements. 3. Improper Data Handling and Storage The Pitfall: Storing sensitive data in unsecured locations, failing to encrypt information, or retaining data longer than necessary are significant compliance risks. These practices are often flagged during audits. How to Avoid It: Adopt data classification policies that define how different types of data should be handled; encrypt sensitive data both at rest and in transit. Establish clear data retention policies and ensure that obsolete data is disposed of securely. 4. Lack of Incident Response Planning The Pitfall: When a security incident occurs, time is of the essence. Many businesses lack a documented incident response plan, or their existing plan hasn’t been thoroughly tested. This can lead to delayed responses, increased damage, and regulatory penalties. How to Avoid It: Develop a formal incident response plan that includes roles, responsibilities, communication protocols, and steps for containment and recovery. Run simulated breach scenarios with your IT team to ensure everyone knows how to respond effectively. 5. Using Outdated Software or Systems The Pitfall: Running outdated operating systems, software, or firmware is a common issue that can lead to compliance failures. Unsupported technologies are more vulnerable to exploitation. How to Avoid It: Keep all systems and applications up to date with the latest patches. Use automated tools to track software versions and receive alerts about end-of-life technologies. Schedule regular maintenance windows to apply updates and upgrades. 6. Insufficient Access Controls The Pitfall: Allowing too many employees access to sensitive data—or failing to revoke access when it’s no longer needed—can lead to data breaches and non-compliance. How to Avoid It: Implement role-based access controls and follow the principle of least privilege. This principle means that each user should have the minimum level of access necessary to perform their job. Regularly audit user accounts and permissions to ensure access is current and appropriate. Use multi-factor authentication (MFA) to add an additional layer of protection. 7. Neglecting Third-Party Vendor Risks The Pitfall: Businesses often overlook the fact that their compliance responsibilities extend to third-party vendors. If a vendor mishandles your data, you could still be held accountable. How to Avoid It: Vet third-party vendors carefully. Ensure they meet the same compliance standards as your business and include security requirements in your contracts. Conduct periodic audits or request compliance certifications from your vendors. 8. Failing to Document Policies and Procedures The Pitfall: Even if your security practices are strong, failing to document your compliance policies can result in audit failures. Regulators want to see evidence that you have formal processes in place. How to Avoid It: Create and maintain clear documentation for all compliance-related policies, including data protection, access control, incident response, and employee training. Make these documents easily accessible for audits and regularly review them to ensure updates are current. Conclusion Compliance with IT security standards is not a one-time project—it requires ongoing attention, regular updates, and a proactive approach to maintain effectiveness. By understanding and addressing these common pitfalls, your business can stay ahead of regulatory requirements, strengthen its security posture, and reduce the risk of costly incidents. This ongoing attention is crucial to maintaining your business's security and audit readiness. If you’re unsure whether your business is meeting current IT compliance standards, professional support can help. Contact SDTEK today to schedule a compliance assessment and learn how our IT services can keep your business secure and audit-ready. With our support, you can navigate the complex landscape of IT security compliance with confidence.

Why Cybersecurity and Business IT Support Are Crucial for Fort Wayne Businesses

April 9, 2025
In today’s digital-first world, cybersecurity isn’t just a luxury—it’s a necessity. Whether you run a small startup or a growing enterprise in Fort Wayne , protecting your business’s data, systems, and clients is essential for long-term success. From ransomware attacks to phishing scams, cyber threats are evolving every day, and the best way to stay ahead of them is by partnering with a reliable IT services provider that understands the unique needs of local businesses. Here’s why investing in professional business IT support is one of the smartest decisions Fort Wayne businesses can make—and how working with SDTEK helps protect your operations, your data, and your reputation.