Collaboration software tools are becoming increasingly popular as businesses look to adopt better and more modern ways to aid cooperative working. These tools have many benefits, including providing flexible working environments, easy file sharing, the ability to manage and track tasks, reduced reliance on e-mails and increased productivity and communication between teams.
However, concerns over the security of such tools continue to be questioned, with issues such as web threats, data breaches, and application-layer vulnerabilities being frequently discussed. Security threats are also the primary reason for hesitation amongst business decision-makers to resist their implementation. We spoke with Kahootz, a cloud-based collaborative working software provider, to determine how businesses can overcome the risks associated with these tools.
Access restrictions
It is an IT department’s responsibility to keep organisational data and intellectual property safe from threats and potential hacks, which is why it is somewhat unsurprising that they often view collaboration tools with mistrust. Likewise, business leaders may have valid concerns over who is able to access their sensitive information, particularly when there is the possibility that it could be shared with a significant number of people through an online platform.
To address these apprehensions, secure collaboration tools will allow you to grant access levels and create strict controls regarding the information which can be viewed by certain users, as well as setting up alerts when unauthorised access is attempted on confidential information, and providing the ability to terminate access where a breach has been made. Moreover, many high-quality platforms, including Kahootz, are able to show a full audit trail which logs all the interactions that have taken place over the collaborative workspace, allowing specific users to see when people have viewed, edited or uploaded certain documents or files.
Tight login credentials
You will find that most collaboration software requires a login protocol of a username and password. Basic passwords are easy to hack and can put your business at risk of a harmful data breach, particularly if highly sensitive company information is present within the software. As such, you need to ensure the people using the tool are aware of the risks, and also have strict regulations in place which govern the use of passwords, like using long-tail, complex password patterns, requiring users to change them every 90 days and setting up a two-factor authentication process.
Secure network
Web-based threats are a concern, particularly where the collaborative working software is accessed via a public internet connection. These can, in theory, expose users to certain threats, such as malware or unauthorised tracking. To avoid such threats from taking place, a good collaboration software will encourage staff to install an app that provides access via a secure Virtual Private Network (VPN), and which the people using it can only gain entry via specific authorisations. Additionally, whichever collaboration software you choose, you need to ensure that data is comprehensively encrypted during every step of its journey.
Customised URL structure
Clever hackers nowadays can easily enter into company websites, simply by following standard procedures for web-based platforms. For instance, typing in the following structure; [name of company].[name of app].com can very easily lead people to a personalised site for a company using a web app, making it easy to pull vital information and data. It is, therefore, important to select a collaborative working software that gives your IT department the ability to determine security settings and URL structures, which can then be customised and kept secure as a result.
Fully trained users
A large number of the security issues raised by collaborative working platforms are due to the staff using them. These online tools are based around the notion of easy file and information sharing, between several people and across teams, which, of course, creates the possibility of a data leakage taking place. As such, it’s vital that every person using the platform undergoes training and is aware of the risks and how to mitigate them.
Seek out a good provider
A provider which has been granted an ISO 27001 certification has been able to demonstrate that the security measures used within their tool are robust, secure and do not compromise sensitive data. To be awarded this accreditation, a qualified third party must test the software and confirm that it meets the necessary security requirements. It is certainly possible to reap the benefits of using collaborative working software without compromising your data or network. The risks mentioned should, therefore, be used as a guiding mechanism to help businesses thoroughly research and narrow down the platforms and vendors that are able to meet the necessary security requirements. Moreover, all members of staff, whether within the company or working remotely, must understand the potential security threats which can arise with collaborative working, and the preventative measures that need to be taken to stop them from happening.
