Why this matters
Cloud storage (OneDrive, SharePoint, Google Drive, Dropbox, Box, iCloud, etc.) is incredibly convenient—but convenience shouldn’t come at the expense of security. A few simple habits dramatically reduce the risk of account takeover, data leakage, or ransomware. This guide gives you the essentials: what to turn on, what to avoid, and how to protect sensitive files—at home and at work.
The 10 Golden Rules of Cloud Storage
- Enable 2FA/MFA or Passkeys on your cloud account (Authenticator app or security key > SMS).
- Use a strong, unique password (or passphrase) stored in a password manager.
- Encrypt sensitive files before uploading, especially when sharing outside your organization.
- Share with the fewest people possible, for the shortest time possible.
- Set link expirations, require sign‑in, and disable downloads where available.
- Keep an offline backup (remember: sync ≠ backup). Follow the 3‑2‑1 rule.
- Turn on version history and ransomware recovery features in your cloud platform.
- Keep devices healthy: OS updates, antivirus, screen lock, and full‑disk encryption.
- Classify your data (Public / Internal / Confidential) and handle accordingly.
- Review access regularly; revoke old links and remove ex-collaborators.
Quick-Start Checklist (Do This Today)
- ✅ Turn on Two-Factor Authentication (2FA) or Passkeys for your account
- Microsoft/OneDrive/SharePoint: Account > Security > Two-step verification (or Passkeys)
- Google Drive: myaccount.google.com/security → 2‑Step Verification (or Passkeys)
- Dropbox: Settings → Security → Two‑step verification
- ✅ Save backup codes securely (password manager or printed copy in a safe).
- ✅ Install a password manager and update your cloud account with a unique password.
- ✅ Enable version history, file recovery, and ransomware detection (if available).
- ✅ Review your shared links; remove anything stale or overly broad (e.g., “Anyone with link”).
How to Share Files Safely
Preferred method: Share directly with named people (their email addresses), require sign‑in, and grant view-only by default.
Before you share:
- Set link expiration (e.g., 7–30 days).
- Disable downloads for view-only files if the platform supports it.
- For sensitive data, encrypt before upload (see next section).
- Use watermarks or restricted viewer modes for documents when available.
- Avoid “Public” or “Anyone with the link” unless the file is explicitly public.
Encrypt Before You Upload
If the file is sensitive (financials, HR, customer PII, IP, contracts), add client‑side encryption so the cloud provider and unauthorized parties can’t read it.
Watch our featured video to learn about the latest trends and techniques in cybersecurity. This clip is designed to enhance your awareness and equip you with the knowledge to defend against cyber threats effectively.
Join Our Cybersecurity Awareness Campaign mailing list