Security is always a major concern for every organization whether large, medium or small and when it comes to accounting, it is bound to be a high-priority concern. The data that pertains to any organization is significant because the policy, plans and execution of business objectives are performed only on the basis of this crucial data. In this computer age, every organization keeps the record of their business details in digital form on their system.
With increasing trust on hosting services and their business promises, people have started to place their crucial database and applications on the internet and access them through a technology called ‘cloud’. Learning the advantages of keeping data online should not mean it has no disadvantages. Everything has its pros and cons. To keep data online on the one hand brings mobility to the business to perform tasks from anywhere and anytime while on other hand, it places a question mark on the integrity and confidentiality of data.
Accountants need big security as loss of financial details can literally call for doom of business. Here are the few points to help you check the level of security that your hosted QuickBooks provider is offering:
What security layers are being used?
Know the security level of your data. The more the number of layers of security, the safer will be your data. Ensure that your hosting provider is using the best methods of security to protect your data from the internet viruses and unauthorized access of intruders. Generally, antivirus and anti-spammer software are installed along with intrusion detection systems to monitor system gateways.
On a physical level, most of the data centers holding hosting servers are authorized through biometric access and are monitored round-the-clock through hidden CCTV coverage. The above mentioned layers are security are amongst the essentials and should be thus cross-checked with the service provider.
Is the remote server running genuine copy of QuickBooks application?
Many hosting providers install a crack version of QB software which thereby limits accounting operations. If your QuickBooks hosting provider hosts an open-source version, make sure you provide your own QB license. This prevents data safety and reliability issues that can otherwise arise with the freely downloadable version. If on the other hand the provider is leasing licenses, you will have an open arena of functionalities thereby ensuring its genuineness.
What is the mode and frequency of data backups?
Data backup is a mandate in this unreliable digital world. If this is not being done on a regular basis by your hosting provider, then you must ask them to do so. If they are properly backing up your data, get closer details as to how many locations are mapping the data and how it will be available in case required. Also make sure of the frequency with which your data is being backed i.e. on a daily, weekly, bi-monthly or monthly basis. Increment and decrement are generally the two methods used for ensuring complete backup.
How is the server access to multiple users authorized?
Access to the data should be given to the limited number of users and should be asked by the administrator of the company. If you are using your remote server for multiple users, make sure that all security essentials are up with access permissions defined for each specific set of users. Ask your QuickBooks hosting provider for further details on the same.