Gone are the days when file security meant locking the drawer to your file cabinet to protect your sensitive documents. As we all know, today, most of our documents are created and saved online – but are they more secure now than in old file cabinets? Well, with the right precautions, they certainly can be.
Cloud storage, online document sharing, and real-time collaboration are just some of the new document management technologies that offer businesses the ability to quickly and accurately generate professional documents that can be shared with colleagues, business partners and customers. Modern cloud document management and collaboration tools have taken the speed of business to another level. Cloud or online applications in a simple sense is the ability for users to access applications and store data from anywhere, at anytime, without having to install the application on their machines. A simple to understand cloud application is Facebook. You log into Facebook, add comments to your timeline, upload photos and interact with your friends and logout. But, the data remains on Facebook long after you logout, because the application and the data resides on Facebook servers, “in the cloud”.
While the benefits and productivity gains of cloud-based document management are apparent, the question of document security may not be. But, with some simple tips and best practices, businesses and users can take advantage of these modern storage and collaboration tools with the comfort of knowing that their documents are also secure.
series kicked off last year. We have been portraying Zoho Creator applications which we use for our very unique needs. With the series nearing completion, there are only a few more applications left, and we’d like to know how this series has influenced you. And just in case you have missed out any, here is an archive of the situational applications
showcased till now
The first app for this year is here because of its significance. It helps us ensure the reliability of all our services by keeping track of possible security threats. Here is
Hall of Shame
You read it right. Hall of Shame. More than anything else, we crave for reliability of our services. We realize that you trust us with your precious data. We also understand that we cannot compromise on the security of any of our services and live to talk our way out of the mess. It is why we chose to be on the front-foot. Every single entry on this application is a disgrace to the team, so the teams do whatever it takes to avoid it. Rightly named, don’t you think? Whenever a team comes out with a major update, every other team gets to test it intensively. They test not to find faults, but to improve the quality and reliability of the service. Should they stumble upon a backdoor that might be damaging, it is immediately brought to the attention of everyone. Don’t panic, because we don’t do all these after you start using the feature. This hunting-down happens on a local set-up. Only after every flag has been brought down, do we let it go live for you to use. Here is how it is streamlined.
Flags is the hot keyword here that attracts all the attention it deserves. All flagged vulnerabilities are tracked by security coordinators who are at the heart of every team. Whenever a set of features or fixes is ready, it is updated on a mirror set-up which is very much similar to the one you use, except that this is for testing privately. Security coordinators of every team are then notified of the update through automated email notifications.
Just like our customers, we too use our services extensively and rely on them. While testing the mirror set-up, if any security coordinator comes across any issue that is seemingly dangerous, he makes a note of it on this application and the team behind the service is notified. A developer of that team is then assigned to rectify the reported issue within a deadline. Once done, testing is iterated.
By ensuring that all service updates pass through this critical phase before going live, we have security in it’s rightful place.
is not the reason why our services are reliable, but it sure can take all the credit for a timely and custom application with which we implement security. Try this application
Customers often ask us: “How do I know my data is safe with Zoho?’
Keeping our customers’ data safe & secure is obviously very important for all of us at Zoho. Not only because well, it’s YOUR data and you have trusted us with it, but also because our business depends on customers trusting us.
We protect our customers’ data in four different ways: Physical Security, Network Security, People Processes and through Redundancy and Continuity. That means that we keep your data safe with essential precautions like bullet-resistant walls and 24x7x365 guards and monitoring, but also with some of the most advanced network security and people processes. And of course, is not only the data that is backed-up/replicated across different machines, but we also have back-ups for power, cooling, our internet connection to you and more.
Along the same lines, we often throw a slightly different question for customers to ask themselves…”how do YOU know your data is safe with YOU?” And that gets them thinking. We can safely say that Zoho offers better data security protection than what most firms can technically provide or can afford by themselves.
The following Zoho Show presentation summarizes our approach to protecting your data. For more details, please refer to the Zoho Security Practices, Policies & Infrastructure document.