August 7, 2019

Work in the Cloud Securely with SmartVault

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Ronald B. Allen

Many businesses need to upload their files to an internet-based server. Reasons to do this include 1) having outgrown their own server’s capacity, 2) the need to work from multiple physical locations and maintain close collaboration between employees and clients, 3) remain in compliance with regulations in their industry, or 4) the ability to more efficiently use internet-based business applications. A valid concern for many small businesses is that there may be security concerns when their business information leaves their business server and is dispersed across multiple servers in distant locations (the cloud). Luckily, a small business can work in the cloud without compromising security with SmartVault.

Go Online with SmartVault

SmartVault fills the bill for the needs of any business and especially accounting practices to put their files online and to work online, collaborating from many locations. It is uniquely designed to facilitate your compliance issues with the IRS and other federal entities. And, the SmartVault security system is state of the art.

SmartVault Security

SmartVault ensures the security of your business information and communications with several advanced features.

Two-factor Authentication for Users

Two-factor authentication, also called 2FA, is a way to increase the security of online access beyond that provided by a username and password. Cyber criminals can all too often find the list of usernames and passwords for an online system, sometimes in just minutes. As such, personal and financial information is under greater threat each and every day. What two-factor authentication adds to the mix is something that is unique to the user and cannot be faked by an outside hacker. For example, there may be a code that resides only on the user’s computer and cannot be accessed from the cloud. The usual characterization of the second factor is “something you know or something that you have.” Using second factors that only the user at their workstation knows, or has access to, provide greatly improved security against the hacking and theft of usernames and passwords.

Advanced Permissions for Users

This is a common sense approach to your data security. With SmartVault you will set up user permissions giving explicit access to specific files and workspaces for the ability to read only, compose or write, create new files, or to delete access to documents. This can also include materials attached to emails or shared for collaboration with multiple employees. There is information in every business that should be accessible on a “need to know” basis. SmartVault helps keep sensitive information out of the hands and away from the eyes of employees who should only have a limited access to parts of your business.

File Encryption Equal to That of a Bank

The very basic part of protecting your information as it uploads, is stored, is downloaded, or shared online is encryption. This is the work of encoding data in order to scramble it or make it unreadable without an encryption key. The key is a group of unique formulas or algorithms. In the internet world, the data that you want to upload is scrambled, uploaded, and unscrambled used the same encryption key. Each time data is used, edited, or downloaded some level of encryption will occur to protect data from being seen and stolen.

If you are a student of history you know about the German Enigma Code. This was based on a machine that scrambled letters of the alphabet so that instructions could be sent by cable or later on by wireless from German headquarters to operators in the field such as distant armies, ships, submarines, or spies operating in foreign countries.

And, if you are a student of history you know that the British cracked the Enigma Code in World War I and kept the secret. So, when the Germans used their code in World War II the Brits had a head start on cracking the “improved” code.

The point is that codes can be broken. So, in order to protect valuable data, codes need to be complex, changed frequently, and protected in such a way that hackers are unlikely to find and use them.

SmartVault uses such codes (bank level) to protect your information as it passes up to the cloud and back to your business.

Mobile App Access

The number of people in the world using smartphones is closing in on two and half billion. There are good reasons to use these devices for communication and for file creation and editing. And, every day there are more and more useful business applications for mobile devices from portable computers and tablets to smartphones. You can safely use these devices for your business when you use SmartVault for your online document storage, sharing and transfer. No matter what devices you are using, you can work in the cloud without compromising security with SmartVault.

Enhanced Security and More

So, you need to upload your files to the cloud and you are sold on the security of SmartVault. But, does this application or service provide other essentials that you need? The answer is a resounding yes. SmartVault provides you with branded client portals. You get activity reports that are time-stamped to show who was in the files, what they did, what was transferred, and who else may have been given access to your data. You can set up a system of notifications by email for specific types of file access (or attempts at file access) or when information was attached to an email when perhaps that should not have happened. And, in the era of e-signatures, this feature is integrated into the SmartVault routine.

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