Ensuring Data Security in a Cloud Based Knowledge Base
Cloud computing is quickly becoming popular and the number of cloud based applications is increasing with the passage of each day. One of these is the cloud based knowledge base. A knowledge base is a digital resource that contains data as well as the rules for sharing and updating information in an organization.
A knowledge base can either be placed on a local server or an internet cloud. Knowledge management software is used to optimize the collection of related information, as well as offer management controls. These controls govern the way that employees in an organization can use the available data and add value to it.
Security of the data however is a major issue with the advent of web applications, such as the now easily available cloud-based knowledge management software. The security of cloud sensitive data can be improved by using some standard practices mentioned by IT industry experts. These practices start first with the use of powerful encryption techniques.
Many companies offer excellent encryption with their cloud based knowledge management software. Encryption is backed by a system of creating unique IDs for information pieces, and using a system of selected privileges. Different users have specific access to the knowledge base, ensuring its integrity.
Security Measures That Can Be Implemented
A cloud application works as a web server that provides access on request. A company does not have the physical storage of sensitive information which means that the data is safe from the threat of physical theft. There are also many security measures that come as a standard when selecting cloud-based knowledge management software.
This situation though creates new problems of internet privacy even when most cloud based systems work with secure internet connections and keep the data of their individual clients separately by following an automated system where no individual is aware of the actual physical location of the data.
So let us look at some of the security measures that are currently protecting various cloud based knowledge bases.
Cloud computing applications provide security by keeping your data in their professionally secured storage areas. However, it is still better to know where your data is actually stored. You can ask this question from your cloud-based knowledge management software provider and should be able to get a detailed reply. This reply will inform you of the particular security measures implemented for your data storage.
Whether you are using a local knowledge base or a cloud based system, it is extremely important to make regular backups that are separate from the actual storage area. Backup also works as an important security element because it protects you from the ransomware attacks. Hackers can lock files on a server in this attack and ask for a ransom to decrypt important files.
Backups allow organizations to simply ignore this threat and restart the server physically and take data from the backup.
Cloud service providers are now taking security measures seriously and there are HIPAA and PCI certifications that are given to data centers that use advanced security measures. It is important to select cloud services, of companies that have multiple security certifications.
These certifications ensure that the service providers are following protocols that industry experts believe are essential to maintaining secure services.
A good cloud based knowledge base should ideally be protected in the data center of the company by multiple security certifications. It should use strong encryption methods and ensure that user authentication is applied perfectly. These methods ensure the security of the knowledge base from both internal and external threats.
Most cloud based knowledge base solutions use powerful encryptions. These encryptions are very strong and cannot be easily defeated. SSL certificates and other industry encryptions ensure that data is discreetly transferred from the client’s end to the cloud server.
Organizing Cloud Data Efficiently
It is important to analyze how data is organized when using cloud services. There are many cloud computing knowledge management applications that you are able to use. They allow better organization of data elements which is essential in improving their security. Powerful knowledge bases are able to organize data in an efficient manner which improves security, and makes it difficult for cyber attackers to infiltrate information.
Some high quality data organization considerations that allow better data storage which in turn also speeds up cloud based applications are as follows:
Reducing Stored Data
It is easier to secure small information sets. User privileges can be set up on cloud software. Similarly, strong encryptions can be used if the data which is frequently used is small in size because encryption and decryption are time consuming processes. They require computation resources.
Using Filing Systems
Just like filing systems help in the physical world, they are also extremely helpful in creating efficient cloud based knowledge systems. Once you have gone through the pains of creating hierarchical folders and templates, you can be sure that all the information prepared will be stored perfectly. This occurs due to the system hierarchy implemented in a server application.
Using Minimum Set of Options
Cloud computing knowledge base software has a lot of options to offer. The ideal model for use is one that just employs the options that are required to present and implement important organizational functions. All other options need to be eliminated. This ensures that there are fewer doors for hackers to attack a cloud server and that most of them are secured through the use of efficient security practices.
Taking a Long Term Decision
There are different data organizations and some of them may seem quite inexpensive at first, but you have to make sure that you keep the expansion of data in mind as you start to use a knowledge base. A long term decision for data organization is one that looks at the possibility of gradually increasing cloud data storage. It also analyzes the use of different storage levels to ensure that future data is also secure, and only available to the required users.
With the evolution of cloud computing, the security threats that ailed cloud-based knowledge management software have been drastically reduced. In fact, most software companies prefer SaaS knowledgebase as they are easily scalable, affordable and more secure than legacy software. The future seems to be in the cloud and if you have not embraced it yet, it’s high time to do so.
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