No File Left Behind: Or Why Nothing is Too Sensitive for the Cloud

As of today, you’d be hard-pressed to find a company that stores all of its data in the cloud – particularly those in healthcare, finance, retail and other data-sensitive industries.  We’re not quite there yet, and according to some, we never will be. The Wall Street Journal, for example, recently interviewed a company that estimates that up to 60 percent of files are actually “too sensitive for the cloud.”

Sixty percent of files are too sensitive for cloud? Can that be true? Our answer: yes and no. Let us explain both sides of this answer.

Yes, there are certain files too sensitive for the cloud.

Medical records, patient information and credit card transactions – these types of files are about as sensitive as they come, and it’s certainly understandable as to why businesses would be reluctant to store them in the cloud. However the key factor here is not the file itself, but rather the software that stores said file. In other words, if a company is using a consumer-grade file sharing solution, then yes, these files are far too sensitive to store in the cloud. If the file sharing software offers little to no encryption; if it doesn’t provide administrative oversight; if it wasn’t built with auditing in mind, then these types of files should never be stored in the cloud. In fact, if they were, the business would likely be in violation of numerous regulations.

And in that case, the 60 percent figure is probably right. Instead of sensitive files, the cloud would be reserved for PowerPoint presentations, internal reports and other files low on the sensitivity scale. But if that’s what you’re using the cloud for, you’re missing the point, which leads us to our next answer…

No, any file can be stored safely in the cloud.

What if a cloud solution actually offered more security for sensitive files than an on-premise system? What if the file-sharing software had been built for that exact purpose – to store and share highly sensitive information? What if a cloud solution offered greater uptime and reliability? Would any tier of file still be too risky to store in the cloud? Of course not.

Again, without an understanding of how business-grade file sharing differs from traditional software, businesses will continue to see certain files as being too risky to store in the cloud. And what are some of those key security differences? Here are a few from a recent blog post by yours truly:  

• Hosting: Where is the data hosted and by whom? With many consumer services, the answer isn’t always so clear. With a business-grade solution, businesses will always know the whereabouts of their data. This lack of visibility is probably the number one reason why consumer-based file sharing services simply cannot be leveraged by businesses, even if they wanted to.
• Encryption: When it comes to consumer-based file sharing, company data is often secured by one encryption key which is used by everyone (meaning everyone is at risk). Business solutions offer much more robust security standards. Why? Because if they have to in order for companies to be in compliance with numerous laws and regulations. In other words, vacation pictures don’t need to be encrypted, but your business files probably do need some sort of added security level.
• Oversight: Most business-class file sharing services give companies and MSPs near complete local oversight of their infrastructure – not so with their consumer-based cousins.
• Support: This might seem like a small matter, but the ability to quickly get in touch with support is a huge differentiator for companies seeking to adopt a cloud-based file sharing solution. Contacting a consumer-based product support team can take hours (days even). MSPs, as you know, are much easier to get in touch with if problems occur

So are your client’s files too sensitive for the cloud? If so, they might be due for an upgrade in 2014.