Collaboration tools have increased productivity in the MSP business field as well as in their clients’ operations. These cloud services are designed to help free employees from their office workstations, allowing them to perform tasks from anywhere. Collaboration software in the modern business setup is more than a simple repository through which people can share information. These platforms offer features such as file discovery, digital signatures, and integrated version control. As a result, businesses and organizations can work using the same version of information and procedures.
On the other hand, collaboration tools present a new set of challenges for MSP technicians. In simple terms, when documents and files are shared through this type of software, the risks of data loss are significantly higher than normal. This vulnerability can be used by hackers who wish to acquire classified information from the business. Therefore, you must take clear steps to mitigate the threat of data loss and compromise for the networks under your care.
Here are some simple guidelines on ensuring security and compliance when using collaborative tools:
Implement Policy Templates
You should implement security policy templates in collaborative software and applications. This action will allow the tools to identify and flag sensitive data in the files and documents being processed. In addition, this will prevent the confidential data from being distributed to unauthorized parties outside the network. There are some readily available templates which can be leveraged to promote security and compliance with important regulations such as PCI standard and HIPAA.
Create Data Retention Plans
Businesses can lose their data to unscrupulous entities due to poor data retention plans on their collaborative software. Therefore, you should establish some strategies to overcome this problem in your MSP business and in your clients’ networks. In general, you can minimize the possibility of data exposure by controlling the general disposition of the company’s shared data. In addition, you should consider having employees use expiring links. Basically, this strategy allows the data to be only available on a sharing platform temporarily.
Establish Training Programs
The company data can become more vulnerable to malicious individuals if the people using a collaborative platform are not tech savvy. For example, an employee can make data visible to unauthorized entities by mistake. Therefore, you should implement establish training programs to prevent the loss of data due to carelessness and ignorance.
Ongoing training will ensure that the pertinent users are completely familiar with the features and tools in collaborative software. Consequently, they will be able to uphold the best practices for sharing data. You should also consider acquiring or building intuitive software for your users. This will minimize confusion during operations and users will not be inclined to try unauthorized shortcuts.
Integrate with Other Platforms
You should consider integrating your collaborative software with other platforms which can increase security for your information. For example, productivity and management software can help add value to the collaborative applications while ensuring that the flow of information is tracked. In addition, you can incorporate mobile device platforms which ensure user engagement and efficient communication for better accountability.
Manage Client Devices
When using collaborative software, it is important to remember that users are likely to access the information using personal devices. For instance, employees in almost all companies use tablets and smartphones for working outside their offices. Unfortunately, this presents a significant point of vulnerability for the business. Therefore, to enhance the security, you must manage the devices and implement mobile security solutions. For example, you should make certain that the devices used are properly configured and the software installed is up to date.
Cloud collaboration tools and applications can help boost productivity in your MSP business and in the networks that you manage. However, you should not compromise security to promote faster sharing of data. For the best results, implement the outlined solutions and review your setup regularly for weaknesses.