Cloud Security Best Practices for PR and Communications Firms

Introduction

Public relations and communications agencies increasingly rely on cloud services – email, file storage, project management, media databases – to collaborate and work from anywhere. The cloud offers flexibility needed for fast-paced PR work, but it also introduces security considerations. Client lists, press release drafts, crisis communication plans, and campaign strategies are highly sensitive. A data leak or security breach could harm your clients and your agency’s reputation.

For London-based PR and comms firms that often juggle multiple client accounts and confidential information, cloud security is not optional; it’s essential. The good news: you don’t have to be an IT guru to significantly improve your cloud security posture. By following industry best practices and possibly getting guidance from IT security experts, even small agencies (10–100 staff) can protect their data effectively. This article outlines key cloud security best practices tailored for PR and communications companies – practical steps to ensure that your client data, media contacts, and internal files are safe in the cloud.

We’ll cover everything from managing user access to encryption and backup, plus answer some common questions like “Is the cloud really safe for confidential PR info?” and “What security policies should our agency have?”. Let’s dive in and demystify cloud security for comms professionals.

1. Use Strong Access Controls and Identity Management

Controlling who can access what in your cloud systems is the first pillar of security. PR agencies often deal with freelancers, clients needing access to reports, and staff turnover; without proper access control, sensitive data might be over-exposed.

• Least Privilege Principle: Give each user the minimum access they need to do their job. For instance, your junior staff don’t need access to the entire client database if they only work with certain accounts. Use your cloud platform’s permission settings to restrict folders, projects, or databases by role or team. On tools like Google Drive or SharePoint, set up group permissions (e.g., one group for “Client A Team” that only sees Client A’s folder). This way, if one account is compromised, the attacker doesn’t automatically get everything.
• User Account Management: Everyone should have unique logins – no shared accounts. When someone leaves the agency or a contractor’s project ends, immediately revoke their access to all systems. It’s good practice to have a checklist on employee exit to ensure credentials are disabled. Many breaches come from orphaned accounts that were never closed. Using a centralised directory or Single Sign-On (SSO) system can simplify this; disable one account and it locks them out of all linked services.
• Multi-Factor Authentication (MFA): Enable MFA on every cloud service that supports it (email, file storage, CRM, etc.). MFA requires users to provide a second factor (like a code from their phone or a fingerprint) in addition to a password. This drastically reduces risk – even if passwords are leaked or guessed, an attacker can’t get in without that second factor. For example, if your team uses Office 365 or G Suite, turn on their built-in 2-step verification for all accounts. It’s one of the most effective security steps you can take, and many cyber insurance or compliance frameworks now expect it.
• Secure Password Practices: Despite MFA, good passwords still matter. Use strong, unique passwords for each account (a password manager can help your team generate and store these so they aren’t writing them on notepads). Consider implementing or encouraging passphrases – longer sequences of words – which are both strong and memorisable. Regularly remind staff not to reuse passwords across personal and work accounts. One platform’s breach shouldn’t endanger your other tools. Also, if a service offers it, set password expiration policies (e.g., rotate every 90 days), although opinions on forced changes vary; with MFA in place, extremely frequent changes might not be necessary if passwords are complex.

By tightly managing access, you not only prevent unauthorised outsiders, but you also limit internal access appropriately. Remember that many breaches aren’t hackers in hoodies but unintended leaks by insiders. If an intern can accidentally delete or share a file they shouldn’t even have had access to, that’s on the admins, not the intern. So plan roles and permissions carefully.

2. Encrypt Data and Use Secure Connections

Encryption is like the lock on your data. It ensures that even if someone intercepts your files or communications, they can’t read them without the key.

• Use Encrypted Services: Make sure any cloud service you use transmits data over HTTPS (TLS encryption) – this is usually standard (look for the padlock in the browser). This protects data in transit, e.g., when you upload a media list to your cloud drive or send an email, it’s not in plain text for an eavesdropper to see. All reputable cloud providers (Microsoft, Google, Dropbox, etc.) use encryption in transit and also encrypt data at rest on their servers. It’s worth verifying in their security documentation that they do “end-to-end encryption” or at least server-side encryption of stored data. For instance, Microsoft SharePoint stores your files in encrypted form on disk. This means if someone somehow got physical access to the server drives, they still couldn’t read your files.
• Client-Side Encryption for Highly Sensitive Data: If your PR firm handles something extremely sensitive (perhaps crisis comms plans for a publicly traded company, or political campaign strategies), you might encrypt files yourself before uploading to the cloud. Tools like VeraCrypt or even zipping files with encryption can add an extra layer, where only those with the decryption key can open the files even after logging in. The downside is complexity and sharing inconvenience, so use for select cases. Alternatively, some cloud services offer zero-knowledge encryption (only you have the keys). Evaluate if needed for your use-case.
• VPN for Added Security: When accessing cloud services on the go (e.g., your team working from coffee shops or on public Wi-Fi during events), use a Virtual Private Network (VPN). A VPN creates an encrypted tunnel for all your internet traffic. This prevents attackers on the same public network from snooping. Many IT providers can set up a business VPN or you can use reputable services. Also, encourage use of personal hotspot over unknown Wi-Fi when possible for quick tasks.
• Email Encryption: PR agencies rely heavily on email, sometimes to send sensitive attachments (like a press release under embargo). Consider using encrypted email solutions or at least encrypting highly confidential attachments. Office 365 and Gmail both have options for confidential/encrypted mail (Office 365 Message Encryption, Gmail’s Confidential Mode) which can restrict forwarding or require authentication to open. If you frequently need to send client-sensitive documents, you might use a secure file share link with password instead of regular attachment. These measures ensure that even if an email is intercepted or mis-sent, the content isn’t easily accessible.

3. Implement Strong Endpoint and Device Security

Your data in the cloud is only as secure as the devices and endpoints used to access it. PR employees often use laptops, tablets, or smartphones to work on the move. If those devices are compromised, it can lead directly to cloud account breaches or data leakage.

• Antivirus & Anti-Malware: Ensure every computer has reputable security software that’s kept updated. Modern endpoint protection can do more than basic virus scans – it can detect suspicious behavior, ransomware attempts, etc. Managed IT services often deploy enterprise-grade solutions (like SentinelOne, CrowdStrike, etc.) to monitor and protect endpoints continuously. At minimum, use built-in protections (Microsoft Defender on Windows is actually quite robust now) and keep them active.
• Regular Software Updates (Patch Management): Many cyber attacks exploit known vulnerabilities in software. If your team’s devices, browsers, or even cloud software plugins are outdated, attackers can use those holes. Adopt a policy of applying updates to operating systems (Windows, macOS) and common software (browsers, Office apps) promptly. Managed IT providers frequently handle patch management centrally – they’ll push updates or use tools to ensure everyone is current. Even if not managed, encourage staff to not ignore those update prompts. Scheduling a weekly reboot or update window can ensure patches apply. Especially pay attention to any VPN or remote desktop software – vulnerabilities there can be critical.
• Device Encryption: Enable full disk encryption on all laptops and mobile devices. This way, if a device is lost or stolen (imagine a team member’s laptop gets swiped at a media event or their phone is left in a cab), the data on it can’t be accessed without the password. Windows has BitLocker, Mac has FileVault – both should be turned on. Similarly, ensure phones have PINs or biometrics and are set to encrypt data (most modern iPhones and Androids do if a lock is set). Also, use mobile device management (MDM) if possible to enforce policies and remotely wipe a device if lost. Even Microsoft 365 has simple MDM abilities for mobile if you use Outlook mobile, etc.
• Secure Home Office Setup: In a hybrid work era, many will access cloud systems from home. Provide guidance for secure home Wi-Fi (change default router passwords, use WPA2/WPA3 encryption). If staff are using personal devices to log into company cloud accounts, that’s a risk – try to implement policies that only trusted devices (with the above protections) can access, or at least ensure personal devices have antivirus and are not running outdated OS. Some cloud suites allow enforcing device compliance – e.g., Microsoft’s Conditional Access can require device be encrypted and up to date to access SharePoint. If that’s too advanced, then at least training and policy can address it.

4. Back Up Your Cloud Data

It’s a common misconception that “the cloud” automatically means your data is safe forever. Cloud providers do have redundancy, but they typically don’t protect you from yourself. If someone accidentally deletes a batch of files or a malicious actor wipes things, you need backups to restore them.

• Regular Cloud Backups: Use a backup service or built-in feature to back up critical cloud data. For example, Microsoft 365 and Google Workspace have limited native retention (often 30 days for deleted items). Consider third-party cloud-to-cloud backup solutions (like Datto SaaS backup, Backupify, etc.) that daily back up your emails, SharePoint/Drive files, etc., to a separate secure location. This is important: agencies have lost data because someone cleared out what they thought was old info, only to realise later those press contacts were needed. With a backup, you can retrieve an earlier version. In fact, a Cubit Technology guide on automated SaaS backups points out that relying on the cloud’s native retention isn’t enough for comprehensive protection.
• Archive Important Information: In PR, you might have historical campaign data, media lists, or client reports that aren’t actively used but must be retained (for client compliance or future reference). It’s good practice to archive these periodically – e.g., export and save a copy to an archive folder (with restricted access) or an offline storage that’s still secure. That way, if your main working area gets cluttered or something is lost, the archives are intact.
• Test Restoration: Having backups is only useful if you know how to restore and that they actually work. At least annually, do a test restore of some files to ensure the process works. This could simply be retrieving a random file from last quarter’s backup and confirming it opens. A managed IT provider will often handle and monitor backups, but as an agency decision-maker, ask for periodic backup status reports. It’s your data – you want assurance it’s protected.

5. Educate and Train Your Team (People Are Key)

The strongest security tech means little if an employee inadvertently lets an attacker in. PR and comms professionals are often targets of social engineering (imagine a hacker impersonating a journalist or client). Training your team on security awareness is arguably the best defense against such tactics.

• Phishing Awareness: Teach staff how to spot phishing emails or messages. Phishing is the number one way bad actors steal credentials or distribute malware. A cleverly crafted email might look like a Google Drive share from your CEO or a Zoom invite from a client, but on closer inspection the email domain is off or it asks to log in somewhere strange. Regularly remind everyone: never click suspicious links or enter passwords after clicking an email link – instead, go directly to the cloud service in your browser. Many companies do simulated phishing tests to keep everyone on their toes. Even without that, share examples of common scams (e.g., fake “account warning, reset your password” emails). Encourage a culture where it’s OK to pause and verify if something seems off.
• Secure Collaboration Practices: PR teams often need to share documents with clients, vendors, media, etc. Provide guidance on doing this securely. For example, instead of emailing attachments, use secure cloud links with appropriate permissions (view-only when needed, add passwords or expiration for external links). Make sure staff know not to use personal cloud accounts for company files – all official docs should stay in company-controlled cloud spaces where security policies apply. If they must use external tools for some reason (say a client’s file transfer system), ensure they still follow good practice (not reusing passwords, etc.).
• BYOD and Personal Device Caution: If employees use personal devices/apps for work communication (like WhatsApp, personal email to send a quick file, etc.), that can introduce risk. Set policies about approved communication channels for work matters. It might be fine to use WhatsApp for quick coordination, but sensitive files shouldn’t be sent there. Outline what’s acceptable and what’s not. And if personal devices are used, they should adhere to the same security standards. Perhaps require that any device accessing company email has a lock screen and can be remotely wiped (mobile email management can enforce that).
• Incident Response Awareness: Train staff on what to do if they suspect a security incident. For instance, if someone thinks they clicked a phishing link or their laptop might be infected, they should know who to report it to immediately and feel comfortable doing so without fear. The sooner IT knows, the faster damage can be contained. Also, make sure people know not to try to hide an accident (like accidentally deleting something or sending data to the wrong email) – emphasis that timely reporting is crucial. Having a simple, non-blaming process encourages openness.

Many agencies bring in their IT partner to do an annual security briefing or short training sessions – consider doing that, even virtually. Topics can include the ones above and any new threats that emerge (e.g., “there’s a phishing scam going around related to social media verification, be alert”). A well-informed team is a strong defense.

6. Adhere to Standards and Consider Certifications

Following recognised security standards can greatly bolster your practices and also serve as a credential to show clients your commitment to security.

• Cyber Essentials (for UK businesses): This government-backed scheme outlines basic steps to protect against cyber threats. It’s quite relevant to SMEs. By getting Cyber Essentials certified, you demonstrate you’ve implemented fundamentals: firewalls, secure configuration, access control, malware protection, patch management. Many PR agencies pursue this as a baseline. It’s not expensive and acts as a health check. It’s even a requirement for some government-related contracts. Achieving it involves a questionnaire and possibly an external scan; a managed IT provider like Cubit can guide you through it. The Plus version includes an audit. This process will naturally lead you to implement many of the best practices we’ve discussed (e.g., MFA, up-to-date software).
• Client IT Policies: Often bigger clients will send over an IT security checklist or demand certain measures. Be ready for these by already having strong practices. If a client requires that “all our vendors encrypt sensitive data and use MFA,” you can confidently say you do. If you haven’t, it might be scramble time – better to be proactive. A tip: incorporate such common requirements into your standard operations. For example, some clients might stipulate no sensitive info to be emailed unencrypted, so maybe you adopt secure file sharing for all clients by default.
• Data Protection Compliance: PR agencies may handle personal data (media contacts, customer lists for PR campaigns, etc.), making you subject to data protection laws like GDPR. Security is a big part of compliance – you must protect personal data from breach. Show that you have measures like access controls, encryption, and breach response plans. Maintain a basic asset registry: know what personal data you store in cloud services and ensure those services are GDPR-compliant (most large cloud providers are, but you might need a Data Processing Addendum in place with them).
• Keep Software and Vendors in Check: Use reputable cloud software with good security track records. If you’re evaluating a new PR tool (say an online media intelligence platform), ask about its security – do they encrypt data, have proper access control options, etc. Your security is only as strong as your weakest vendor. If you use any smaller apps or tools, make sure to apply updates and watch their announcements for any security issues.

Q: Is storing data in the cloud safe for PR agencies?
A: Yes – if you use secure cloud services and follow best practices, it can be safer than traditional on-premise storage. Major cloud providers invest heavily in security (physical data center security, DDoS protection, redundancy, etc.) that a small business couldn’t afford on its own. The breaches that occur often result from weak user practices (like stolen passwords or misconfigured settings) rather than the cloud infrastructure itself failing. By implementing the steps discussed – strong passwords/MFA, proper sharing settings, regular backups, and user training – a PR firm can trust the cloud with even sensitive client data. The key is treating cloud apps with the same level of caution as you would a locked file cabinet: it’s very safe, until someone leaves it open or hands the key to the wrong person. Your job is to prevent that.

Q: We’re a small comms team, do we really need all this?
A: Even small teams are targetable, and perhaps more so if hackers see you handle high-profile clients. Security scales down – even 10-person agencies should have, at minimum, MFA on accounts, an antivirus on each device, backups, and some basic policies. It may sound like a lot, but many of these can be put in place with an initial effort and then just maintained. For example, once MFA is on and devices encrypted, those run in the background. And small does not mean safe; attackers often cast wide nets (phishing doesn’t discriminate by company size). Also, reputational damage from a breach can be fatal for a boutique PR agency. Investing a bit of time and possibly money (on security tools or external support) is like insurance for your credibility. You might not need, say, an expensive security operations center, but you absolutely should do the low-hanging fruit which covers 80% of risks.

Q: What should we do if a security breach happens?
A: Preparation is key. Have a basic incident response plan: who to call (IT support, perhaps a cybersecurity specialist, maybe even your own PR crisis plan for managing the message), what steps to take immediately (e.g., disconnect affected systems from the internet, change passwords, etc.), and how to assess what was compromised.

For example, if an employee falls for a phishing email and enters credentials, your plan would be: they immediately inform IT, who then reset that account’s password, kick off all active sessions, enable MFA if not already, and check logs for any suspicious activity on that account. If files were deleted or encrypted (ransomware), you’d restore from backups and investigate the source. Also, know your breach notification obligations – under GDPR, if personal data is breached, you may need to notify authorities/individuals within 72 hours.

It sounds scary, but if you’ve followed the best practices above, you’ve likely minimised the blast radius of any one incident and can contain it swiftly. After any incident, do a post-mortem: how did it happen and what can prevent it next time?

Conclusion

For PR and communications firms, trust and confidentiality are the currency of the realm. You wouldn’t dream of accidentally leaking a client’s announcement early; similarly, you need to ensure your digital house is in order so nothing leaks or gets breached behind the scenes. By implementing these cloud security best practices – from rigorous access controls and encryption to vigilant backup and user education – your agency can confidently leverage cloud technology to work efficiently without compromising security.

In summary, treat security as an ongoing part of your operations. The cloud makes work easier and collaboration instant, which is fantastic for agile PR teams, but it doesn’t absolve us of responsibility. Regularly review your security measures, especially as you adopt new tools or the team grows. Even scheduling a quarterly or biannual security review (perhaps with your IT partner) can keep things up to date. The threats out there continue to evolve, but so do the defenses.

By fostering a culture that values security – where it’s everyone’s business, not just “the IT person’s problem” – your firm can avoid many common pitfalls. Clients may never explicitly ask, but they expect you to guard their information. When you can confidently say “Yes, we take security seriously and here’s what we do,” it’s a selling point and trust builder. More importantly, it ensures your hard-earned reputation doesn’t get tarnished by an avoidable breach.

Stay safe, stay smart, and keep communicating confidently – knowing your cloud is a fortress, not a vulnerability.

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