Last updated on July 18th, 2022

Cloud computing has become increasingly popular in the last few years. The accounting sector is also not far behind and actively utilizing the cloud to host QuickBooks, a popular accounting software.    

While cloud hosting remains a one-stop destination for modern businesses, recent data security breaches have raised questions about its integrity. According to a survey, over 79% of business owners have experienced a data breach in the past. The majority of them, surprisingly, were not due to an outsider. They were caused by human error, misconfigured cloud server, improper administrative settings, faulty security configurations, etc.  

sensitive-data-on-quickbooksBut don’t worry! To err is human. To learn is divine! With some safe practices and necessary steps, you can easily prevent your data from getting breached.   

We have compiled several ways by which you can keep your data safe as a QuickBooks hosting user:  

1. Secure Your End-Point Access 

A hosted QuickBooks solution stores your data on third-party remote servers. You can access these servers via the Internet with your end devices. While this prevents someone from breaking in and stealing your hard drives, you must pay attention to how you manage your end-point security.  

Avoid leaving your screen ON when you leave your workstation. Someone may view sensitive client information or even take pictures.   

Similarly, while working from home, always ensure your end-point devices are locked and cannot be accessed using a saved password. It would help if you also deactivated old devices that you no longer use.   

2. Implement Password Management Policies  

A password is your first line of defense against unauthorized data access. It would help if you mandate organization-wide password management guidelines. Avoid using personal information as your password. Someone close to you may exploit it and illicitly access your system.   

Please create a strong password that combines different alphanumeric characters and symbols. Furthermore, activate multi-factor authentication for signing in. This adds another layer to your security. So, even if your primary password is breached, you can still protect your data from unauthorized access.   

3. Invest in Quality Security Tools  

Having top-rated security tools in your hosted QuickBooks environment is a make-or-break for your data privacy. Without them, your sensitive data could be easily compromised. You can either deploy quality tools yourself or avail yourself of a hosted solution from a reputed cloud hosting provider.  

Cloud providers implement a unique security framework with the latest available technologies. Their hosted environment is secured with modern anti-malware and antivirus software, advanced AI surveillance, and multiple software/hardware-based firewalls.  

Most cloud providers deploy an IDP (Intrusion Detection and Prevention) system for swiftly detecting and preventing any data breach. Their data servers are also secured by network filters for filtering out malicious IPs and preventing hackers from carrying out a DDoS attack.   

4. Avoid Storing Data Locally  

The whole point behind hosting your QuickBooks is to avoid storing your sensitive data on-premise. Your local device may not have the necessary security measures for protecting your data. So, a hacker has a better chance of accessing it. Also, you could accidentally download malicious software from your email.   

This will infect your system and gain access to your files. So, like this quote says, “Prevention is better than cure”—avoid saving data on your local devices and let it remain secured in your cloud environment.  

5. Use a Safe Network Connection  

A highly-secured hosting environment can withstand a direct hacking attempt. But what if they intercept your data while in transit? For this, you must use a safe internet connection while logging into your hosted QuickBooks. Avoid using public Wi-Fi when you are handling any sensitive information.   

Most cybercriminals use open Wi-Fi sources for luring people into using them. Once done, they can easily hack into your device and gain access to your data. To prevent this, use the Internet only from verified sources. Furthermore, you can use a VPN as well. It creates a safer passage for you to access your online content.   

6. Audit Access Privilege  

What if someone from within your organization is involved in a data breach? More than 34% of businesses face privacy issues and data leaks due to an insider. This calls for monitoring and auditing administrative access given to your executives. Furthermore, you must pay attention to your end-user permission settings.   

You can significantly control file access if you use a hosted QuickBooks solution. However, it could be your downfall if you are not careful enough and accidentally let unauthorized personnel access your data. For this, you must ensure proper administrative settings are in place, as per your hierarchical requirements.  

Conclusion  

You need to take cautious steps to prevent data loss and theft. One crucial step is never to leave your end device unprotected. Here, cloud solutions are better because your end device doesn’t store any data and acts as a medium to access the cloud data.  

Wish to know more about how QuickBooks hosting will help secure your QuickBooks files? Get in touch with our Solutions Consultant at 855-362-3703

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