Nowadays, electronic document management is becoming more of the norm in the office, but there is a new way to share files among staffers: using cloud services. While this method allows accessibility from anywhere through a web browser, this can pose potential risks if employees are operating from a personal cloud server, instead of a company-wide network.
There are cloud vendors that allow files to be uploaded and saved for free, but for commercial organizations, business owners may want to consider owning their private cloud. Elijah Yip, a JD Supra Law News contributor, explains why.
"An employee can essentially connect the organization to the cloud with the company's knowledge via a private cloud account," he said. "This enables the transfer of confidential company data to a location outside of the company's reach."
Cloud networks have great potential to streamline operations among many departments, but Yip recommends implementing a cloud management policy before "bring your own cloud" gets out of hand.
Businesses that want to create a secure cloud for work-related materials should provide the credentials, so that control is still kept within the organization. Because this network is exclusive to workers, it is less likely the information will be exposed to the wrong parties.
Instead of opting for a free service that is open to the general public, company assets are more likely to be safeguarded from exposed data with a private, client-based cloud. OptiDoc is a document management provider that can help provide a platform that suits employees' needs.