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Backups & Storage
7 Tips for Using Cloud Storage Safely
Protect your cloud files with stronger account security, careful sharing permissions, sensible encryption and regular checks.
Cloud storage makes it convenient to access and share files. These seven tips help you look after the account, understand who can see your documents and avoid common mistakes.
1. Use a strong, unique password
Give your cloud account a password you do not reuse elsewhere. A long passphrase or a password generated by a trusted password manager can help. Reusing a password means a problem at one service could put other accounts at risk.
2. Enable two-factor authentication
Turn on two-factor authentication or another stronger sign-in option offered by your provider. It adds a verification step beyond the password. Keep the provider’s recovery arrangements somewhere you can access if your usual sign-in device is unavailable.
3. Consider extra protection for sensitive files
Encryption can provide additional protection for particularly sensitive documents. If you use an encrypted archive or another encryption tool, understand how it works and how the key or password will be kept safe. Losing that information may mean losing access to the files.
4. Review sharing permissions
Look through shared files and folders periodically. Remove access that is no longer needed, and check whether a link is restricted to named people or available to anyone who receives it. Be especially careful with financial, identity and family documents.
5. Watch for fake sign-in messages
An unexpected email about shared files or an account problem may lead to a fake login page. Open your usual cloud app or type the provider’s known address yourself. Do not enter your password just because a message looks convincing.
6. Check account activity
Where available, review recent sign-ins, connected devices and account alerts. Investigate activity you do not recognise through the provider’s official support process. Also check that recovery contact details still belong to you.
7. Keep the app updated
Install updates for your cloud storage app and operating system. Learn how synchronisation, deletion and file recovery work before moving or removing important files. A synchronised folder is not automatically an independent backup of everything on your computer.
If you would like help, contact Australian Computer Doctors or read about our related computer service.