How to protect your cloud storage

With cloud storage, instead of keeping files on one physical device, your files are stored on secure servers, and you access them online. That means your files are available anytime and anywhere that you have an internet connection.

This makes it easier to collaborate, share files, and back up important information. However, the security of your cloud storage depends on how well it’s set up and managed. We’re here to make sure you can use cloud storage safely and to its full potential.

One of the benefits of cloud storage is that files can be shared widely with just a link, and access can be granted quickly; but without proper controls, this benefit can also be a huge security risk. If the wrong settings are used, sensitive data can be exposed without you realising.

For small businesses, this can lead to data breaches, financial loss or reputational damage.

When it comes to cloud storage, most security issues don’t start with sophisticated attacks; they start with small, everyday oversights.

1. One of the most common is using open sharing settings, like “anyone with the link can access”. While it’s quick and convenient, it also means files can be forwarded, accessed, or downloaded by people you didn’t intend to share them with.
2. Access is another area that often gets overlooked. It’s easy to grant permissions when starting a new project, but those permissions aren’t always reviewed when the work ends. Over time, this can leave multiple people with access to files they no longer need.
3. Old accounts can create a similar risk. If an employee leaves the business and their access isn’t removed, their account can become an easy entry point, especially if login details are ever compromised.
4. Finally, many businesses rely entirely on their cloud provider for backups. While cloud platforms are secure, they’re not immune to issues like accidental deletion, ransomware, or account compromise. Without a separate backup, recovering lost data can be difficult.

Individually, these might seem like small things. But together, they can create gaps that make it much easier for sensitive information to be exposed.

Most hackers don’t need to work hard to exploit any cracks in your defence. Most will simply look for the quickest, least noticeable way in.

• Phishing: an employee gets an email that looks like a routine request, like to log in, review a file, or reset a password. If login details are entered, an attacker can gain access to the account, and everything connected to it. They can then explore shared folders, download sensitive files, or even send messages from the account to target others in the business.
• Ransomware: a common tactic where access controls and backups aren’t tightly managed. If an attacker can get into your cloud environment, they may encrypt files or lock users out entirely, then demand payment to restore access. In some cases, they’ll also target backup files, making recovery much more difficult.
• Account takeovers: instead of causing immediate disruption, attackers may take a slower approach like monitoring activity, changing permissions, or setting up new access routes without being noticed. This can allow them to stay inside a system for longer, increasing the amount of data they can access or the damage they can do.

In each case, the goal is the same: to make use of existing access rather than break through strong defences. That’s why tightening everyday controls plays such an important role in keeping your cloud storage secure.

Step 1: Enable multi-factor authentication (MFA)

Add an extra step at login, such as a code or authenticator app.

How: Turn on MFA in your cloud account security settings (e.g. Microsoft 365, Google Workspace, Dropbox).

Why: Even if passwords are stolen, attackers still can’t access your files without the second check.

Step 2: Use role-based access controls

Only give people access to the files they need.

How: Set permissions by role in your cloud platform and avoid blanket access.

Why: Limits exposure if an account is compromised or misused.

Step 3: Encrypt your data

Encryption protects data in storage and when it’s shared.

How: Check encryption is enabled in your cloud settings. For sensitive files, consider encrypting before upload.

Why: Makes stolen data unreadable without the key.

Step 4: Regularly review access and permissions

Access often builds up over time and gets forgotten.

How: Review shared files and user access monthly or after staff changes. Remove ex-employees and revoke old “anyone with a link” shares.

Why: Reduces the risk of access points being exploited.

Step 5: Monitor activity

Cloud platforms can flag suspicious behaviour if monitored.

How: Enable alerts for unusual logins or downloads and review activity logs regularly.

Why: Helps spot and stop breaches early.

Step 6: Keep separate backups

Don’t rely on cloud storage alone.

How: Store a second copy of critical data in a separate secure location or backup service.

Why: Protects recovery if ransomware or account loss occurs.

Cloud storage can be both flexible and secure when managed properly. By putting the right controls in place and keeping them under regular review, you can protect your data while still benefiting from the convenience of the cloud.

A simple, consistent approach to security will help your business stay protected as it grows.

MFA is one of the best ways to protect your business. It requires no major investment, just consistent set-up and good practice. When combined with strong passwords and basic employee awareness, it significantly reduces the risk of account takeover and helps build a more secure foundation for everyday business operations. Try it out today and your business will be secure for tomorrow.