Employees and users duplicate digital assets during the course of their daily work. Multiple copies of a document may exist in one or more servers or PCs in the organization’s IT systems. Employees may have downloaded and retained copies of the documents on their PCs for ease of access and future use or may just have forgotten to delete the document after use or these documents may be shared in highly collaborative environments over email or LAN / WAN. All these documents may constitute the Intellectual property of the enterprise and may be extremely valuable to the enterprise. It may have to be protected, and safeguarded at all times, at all costs. The industry could lose its competitive advantage and market share if the intellectual property is lost or stolen.
Cloud backup solutions address this very concern of the industry. Cloud backups provide organizations with the option to consolidate and backup data from multiple sources across the enterprise, checking for duplicate data, and eradicating duplicates wherever possible. Copies of the data need no longer be retained on the user system as data is easily accessible from anywhere, anytime with any kind of device over the Internet. The cloud backup software further provides for elaborate collaboration options that can be used to share files and folders securely without compromising the security of the intellectual property.
Cloud backup solutions help organizations classify and tag unstructured, sensitive data files that are created on mobile devices or exported form applications that are considered to be mission-critical. These files can be identified / found using remote discovery systems and tagged for centralization and security in the cloud backup database. Policy violations are instantly captured and alerts are generated with automatic escalation to senior managers if incident response is slow or absent. Forensic logs record user activity and integrate event reporting for all primary applications and technologies of the organization. Duplication of digital assets to specific locations on the network or the Internet can be programmatically blocked by some cloud backup software.
To summarize, the advantages of using cloud backup and recovery solutions would lie in consolidation of the databases and the ease of monitoring and management of intellectual assets of the organization. The software can be used to integrate identity based policy enforcement with evidence based risk management. IP access can be restricted to privileged users so that insider threats are mitigated. Control over sensitive data can be maintained even in collaborative environments. Audit processes can be permanently “switched on” to ensure that risky activities are instantly detected and stopped. Enforced software security can be used to subtly train employees to protect the intellectual property of the organization.