Cloud services have quickly become the go-to for modern records management. They offer flexible storage, easy access from anywhere, built-in collaboration, and real savings, just to name a few perks. These days, organizations are more confident than ever using the cloud to handle their sensitive and regulated data.
But with greater reliance comes increased complexity, as the latest headlines reveal risks beyond the typical mass breach incidents we’ve grown accustomed to. Just recently, a Microsoft executive admitted EU data may not be safe from U.S. government access. Also, Apple is pushing back against UK demands to weaken iCloud encryption. These cases spotlight the rising tension between privacy, security, and control, revealing critical issues for records managers navigating today’s cloud-first world.
As cloud reliance deepens and risks become more visible, records management professionals must take steps to safeguard data and ensure compliance. The following key takeaways offer practical guidance for strengthening records management practices in the cloud era.
Highlights for Records Management Professionals
To navigate risks in the cloud environment, records managers must adopt a strategic, informed approach to data governance, security, and compliance. The following provide guidance for doing so.
- Location, Transfers, and Data Sovereignty: GDPR and privacy laws teach us where your data originates or lives matters. Cross-border data transfers require strict safeguards, making it essential to assess where and how data is stored and accessed.
Along these same lines, organizations must carefully evaluate data sovereignty, the principle that data is subject to the laws and governance structures of the country in which it is physically stored. Date sovereignty can impact access rights, government surveillance, and legal rights. It is important to be aware of the laws of the country where data is stored for the above-mentioned reasons, and especially for personal, sensitive, or regulated data. - Encryption is Crucial, but not a Magic Solution: Encryption protects data from hackers, but it doesn’t solve the challenges of legal requests or backdoors. Records managers should understand limitations of encryption and consider additional measures to protect information.
Two key pillars of strong encryption are end-to-end protection and long key bit lengths. End-to-end encryption keeps data private during transmission, but it can’t protect compromised devices. Longer keys make attacks harder, though they may slow performance. Records managers should weigh these trade-offs when designing secure systems. - Shared Responsibility in the Cloud: Cloud providers protect the infrastructure, but organizations remain responsible for the security of their data within the cloud environment. Two common traps in cloud storage are misconfigured open ports and accidental backdoor access. Open ports can expose systems to unauthorized entry if not properly secured, while overlooked integrations or legacy settings may unintentionally create hidden access paths. Records managers should stay alert to these risks and work closely with IT to tighten cloud configurations.
- Vendor Due Diligence is Important: Thoroughly vet cloud service providers, focusing on their data protection policies, compliance certifications, and contractual agreements regarding data access. Organizations should review relevant third-party audit reports and evaluate service level agreements for clarity on compliance responsibilities.
- Stay informed about Evolving Regulations: Data privacy, recordkeeping, and other relevant laws and regulations are constantly changing. Records managers must stay on top of the latest legal developments and adjust their strategies accordingly to avoid penalties. Because of the ever-evolving nature of organizations, laws, and data flows, think of compliance as ongoing and not a one-time task.
- Data Governance is Essential: Strong governance policies, including data classification, access controls, and retention schedules, are necessary for managing data effectively and ensuring compliance.
To stay current, consider subscribing to regulatory news feeds, joining professional listservs, and attending webinars or industry conferences. These channels offer timely insights and peer perspectives that help records managers adapt with confidence.
The Critical Role of Records Management
These recent examples underscore how harnessing the immense benefits of the cloud require a proactive and comprehensive approach to records management. It’s not enough to simply store data in the cloud and assume it’s secure or compliant. Records managers must actively participate in selecting cloud providers, defining data governance policies, implementing security measures, and staying current with the legal and regulatory landscape. By embracing these best practices, organizations can confidently leverage the benefits of cloud services while safeguarding their valuable information assets.
Questions & Answers:
What new risks are emerging with cloud reliance?
A: Beyond data breaches, geopolitical tensions, and legal access issues (e.g., cross-border surveillance, encryption mandates) are raising concerns about privacy and control.
What is data sovereignty and why does it matter?
A: Data sovereignty means data is governed by the laws of the country where it’s stored. This affects surveillance rights, legal obligations, and privacy protections, especially for sensitive or regulated records.
Is encryption enough to protect cloud data?
A: No. While encryption defends against hackers, it doesn’t prevent lawful access or device compromise. Records managers should combine encryption with strong governance and access controls.
Who is responsible for cloud data security?
A: It’s a shared responsibility. Cloud providers secure infrastructure, but organizations must configure access, monitor risks, and protect their own data.
How should organizations vet cloud vendors?
A: Review data protection policies, compliance certifications, SLAs, and third-party audits. Ensure contractual clarity on data access and responsibilities.
What types of records management governance practices support cloud compliance?
A: Implement clear data classification, access controls, and retention schedules. These policies help ensure defensible, efficient records management.