Security Best Practices for Your Team

Simple steps to keep your organization's data safe on Cloud Sentrics.

These practices help protect your organization's data. Share them with your team.

For All Users

Use Strong Passwords

• At least 8 characters
• Mix uppercase, lowercase, numbers, and symbols
• Don't reuse passwords from other sites
• Don't use your name, school name, or "password123"

Enable Two-Factor Authentication

• Every admin account should have MFA enabled
• It takes 2 minutes to set up and prevents 99% of unauthorized access
• See: How to Enable MFA

Don't Share Credentials

• Each user should have their own account
• Never share your password with colleagues
• If someone needs access, ask your admin to create them an account

Log Out on Shared Devices

• Always sign out when using a shared computer
• Don't save passwords in public/shared browsers
• Your session expires after 60 minutes automatically

For Admins

Review Activity Log Weekly

• Check for unfamiliar logins
• Look for unusual file downloads
• Monitor failed login attempts
• Export logs monthly for records

Manage User Access

• Remove accounts for staff who leave
• Disable accounts immediately when someone is terminated
• Review admin permissions quarterly — not everyone needs admin access

Keep Contact Information Updated

• Ensure your email is current for security alerts
• Update phone numbers for MFA recovery

Report Suspicious Activity

If you notice anything unusual:

• Unexpected login notifications
• Files you didn't download appearing in history
• Settings changed without your knowledge
• Emails sent that you didn't authorize

Contact your admin immediately, or email security@cloudsentrics.org.