What is cloud storage?
There are an increasing number of services offering ‘cloud storage’ where you can upload documents, photos, videos and other files to a website to share with others or to act as a backup copy. Any changes made to these files are automatically copied across and immediately accessible from other devices you may have.
Using cloud storage to share files
Using cloud storage services means that you and others can access and share files across a range of devices and locations.
Files such as photos and videos can sometimes be difficult to email if they are too large or you have a lot of them. Uploading to a cloud storage provider means you can quickly circulate a website link and you can share your files with anyone you choose.
Using cloud storage to store files
You might also use cloud storage services to keep copies of important files outside your home as part of a backup solution – if you experience a disaster in your home, you still have copies of your data.
What should I think about when placing personal information in the cloud?
1. Think carefully about who can access your files. Cloud storage services typically allow you to set one of three settings to control who can view your files:
private – only you can view the files (although the cloud storage provider may still be able to view your files);
public – everyone can view the files without any restriction; or
shared – only people you invite can view the files
2. Use a unique and strong password for each online service and use two factor authentication if the cloud provider offers it.
3. Check the storage provider’s terms and conditions and privacy notice
A good cloud storage provider should have clear and transparent information on their website about how they will secure your personal information and what they will or will not do with it
4. What type of encryption does your cloud storage provider offer?
A cloud storage provider might store your data in an encrypted form and keep the key in a safe and secure location. When you use your username and password to log into the service they will decrypt your files so that you can access them.
5. Can you encrypt your information before placing it in the cloud?
The most secure way to use a cloud storage service is to encrypt your files before they leave your computer. If you hold the encryption key, no one else will be able to easily decrypt your files and therefore read or use your personal information. Whilst this is a good approach for a storage or archive service it will not be possible to share these files with anyone without also sharing the encryption key which can be difficult to manage in a secure manner.
It is important to remember that if you lose or forget the key you will not be able to decrypt your files.
This advice is taken from one of our trusted resources, the Information Commissioner’s Office website.
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