Storing your documents on paper is a thing of the past. But, is it safe to store sensitive data in the cloud?
Whether you are in the process of digitizing your office paperwork for the first time or seeking to switch to a more efficient software, it's understandable to have concerns about managing sensitive information such as balance sheets, taxes, and financial results.
If you're contemplating whether investing in cloud storage is worthwhile, our answer is a resounding yes. However, it's important to be aware of the benefits, drawbacks, and best practices associated with it in order to ensure that your data is securely stored. This is what we know about it.
How Is Your Data Protected In The Cloud?
Contrary to popular belief, the cloud isn't just a few servers strung together with cables. Rather, it's a vast system of thousands of servers, often housed in massive warehouses guarded and managed by companies like Google, Apple, and Dropbox, capable of storing colossal amounts of data.
Furthermore, these companies don’t have just one massive warehouse each, but many. At the same time, these warehouses don't have all of the data, they have parts of it and a path of crumbs for the rest. Yes, is a very complex system, but this ‘redundancy’ means that multiple copies of your information are stored all around the world to essentially eliminate the risk of losing everything due to equipment failures, power outages, or natural disasters.
The cloud is not just a concept or magic, but rather a very physical and tangible infrastructure.
When it comes to protecting your sensitive data from unauthorized access, it's essential to ensure that the system you're using offers reliable and transparent activity logs and digital paper trail features. Through a robust cybersecurity framework, you can track who is accessing and modifying your information, along with the ability to modify accessibility properties as needed.
4 Reasons Why You Should Move to the Cloud
File versioning
In the past, maintaining a file's version history involved making copies of the original document, which could be cumbersome and time-consuming. With cloud storage, however, versioning is built-in. This feature allows users to view and restore previous versions of a document easily. In addition, file versioning provides greater transparency and accountability, making it easier to track changes made to critical financial documents.
Paper-free/eco-friendly
Accounting firms typically deal with a significant amount of paperwork, and transitioning to cloud storage can reduce the need for physical copies of documents. This move promotes environmental sustainability while streamlining operations. Additionally, it minimizes physical storage requirements and the costs associated with paper-based processes such as printing, filing, and mailing.
Scalability
Cloud storage is also highly scalable, making it ideal for accounting firms that are growing rapidly or experiencing fluctuations in their storage needs. With cloud storage, businesses can easily increase or decrease storage space as needed, paying only for what they use. This feature provides accounting firms with the flexibility to expand their services and accommodate more clients without worrying about storage limitations.
This scalability also translates into increased automation of tasks and search, as you can quickly and easily access and organize data without the need of going through an impossible amount of boxes, files, and index books. This allows accounting firms to focus on what they do best - providing top-notch financial services - without getting bogged down by the administrative burdens of managing physical storage.
Data Syncing
Cloud storage offers seamless data syncing, which can be a significant benefit for accounting firms. Data syncing ensures that all authorized users have access to the most up-to-date versions of documents and financial data in real time, regardless of their location. This feature enables accounting firms to work efficiently and collaboratively, reducing the risk of errors and inconsistencies that can occur when working with outdated data.
Better client experience
With cloud storage, clients can easily access their financial information and documents at any time and from any device with an internet connection. This can help build trust and enhance the relationship between the firm and its clients. Additionally, cloud storage can also provide clients with real-time access to their financial data, allowing them to make more informed decisions about their business.
A Must-Have Tool for Modern Accounting Firms
As a financial function, accounting has often lagged in adopting new technologies, but as businesses prioritize digital solutions, accounting firms must also adapt. Cloud storage is a straightforward yet powerful solution that can greatly benefit accountants.
Obviously, security must be first priority. Ensuring that clients' confidential data is protected against unauthorized access while implementing security measures that do not hinder workflow is essential to provide transparency and accountability.
From file versioning to scalability and data syncing, cloud storage offers numerous benefits that can enhance the way accounting firms operate. By reducing costs and improving sustainability, cloud storage can help firms achieve their business goals while also improving the overall client experience.
In short, cloud storage is a must-have tool for any modern accounting firm looking to stay competitive and provide top-notch services.
>> Ready to start hiring? Fill out the form and one of Vintti's account executives will contact you within 24 hours.
Kevin Mitchell, CPA
Senior Manager and CPA with over 20 years of experience in accounting and financial services, specializing in risk management and regulatory compliance. Skilled in managing audits and leading teams to deliver exceptional services. Proud father of two.
References:
15 Benefits of Cloud Accounting
Is cloud accounting safe? Here’s everything you need to know
