Provide private storage for internal company documents

INTRODUCTION

In an era where data security and accessibility are paramount, companies must ensure their internal documents are stored safely and efficiently. Providing private storage for sensitive information not only safeguards data from unauthorized access but also streamlines workflows by offering centralized and secure access to files. In this blog, we’ll explore the best practices and tools for setting up private storage solutions tailored to your organization’s needs, ensuring data remains protected and easily accessible for internal use.

STEP 1. Create a storage account and configure high availability.

1. Create a storage account for the internal private company documents
   • In the portal, search for and select Storage accounts.
   • Select + Create.
   • Select the Resource group created in my previous post here.
   • Set the Storage account name to private. Add an identifier to the name to ensure the name is unique.

• Select Review, and then Create the storage account.
• Wait for the storage account to deploy, and then select Go to resource. 2 . This storage requires high availability if there’s a regional outage. Read access in the secondary region is not required. Configure the appropriate level of redundancy.
• In the storage account, in the Data management section, select the Redundancy blade.
• Ensure Geo-redundant storage (GRS) is selected.
• Refresh the page.
• Review the primary and secondary location information.
• Save your changes.

STEP 2. Create a storage container, upload a file, and restrict access to the file

1. Create a private storage container for the corporate data.

   • In the storage account, in the Data storage section, select the Containers blade.
   • Select + Container.
   • Ensure the Name of the container is private.
   • Ensure the Public access level is Private (no anonymous access).
   • As you have time, review the Advanced settings, but take the defaults.
   • Select Create.

2. For testing, upload a file to the private container. The type of file doesn’t matter. A small image or text file is a good choice. Test to ensure the file isn’t publically accessible.

   • Select the container.
   • Select Upload.
   • Browse to files and select a file.
   • Upload the file.
   • Select the uploaded file.
   • On the Overview tab, copy the URL.
   • Paste the URL into a new browser tab.
   • Verify the file doesn’t display and you receive an error.

3. An external partner requires read and write access to the file for at least the next 24 hours. Configure and test a shared access signature (SAS).

   • Select your uploaded blob file and move to the Generate SAS tab.
   • In the Permissions drop-down, ensure the partner has only Read permissions.
   • Verify the Start and expiry date/time is for the next 24 hours.
   • Select Generate SAS token and URL.
   • Copy the Blob SAS URL to a new browser tab.
   • Verify you can access the file. If you have uploaded an image file it will display in the browser. Other file types will be downloaded.

STEP 3. Configure storage access tiers and content replication.

1. To save on costs, after 30 days, move blobs from the hot tier to the cool tier

   • Return to the storage account.
   • In the Overview section, notice the Default access tier is set to Hot.
   • In the Data management section, select the Lifecycle management blade.
   • Select Add rule.
   • Set the Rule name to movetocool.
   • Set the Rule scope to Apply rule to all blobs in the storage account.
   • Select Next.
   • Ensure Last modified is selected.
   • Set More than (days ago) to 30.
   • In the Then drop-down select Move to cool storage.
   • Add the rule.

2. The public website files need to be backed up to another storage account.

   • In your storage account, create a new container called backup. Use the default values. Refer back here if you need detailed instructions.
   • Navigate to your publicwebsite020 storage account. This storage account was created in the previous post
   • In the Data management section, select the Object replication blade.
   • Select Create replication rules.
   • Set the Destination storage account to the private storage account.
   • Set the Source container to public and the Destination container to backup.
   • Create the replication rule.

CONCLUSION

Providing private storage for internal company documents is a critical step toward ensuring data security, accessibility, and efficiency. By implementing a tailored solution, businesses can safeguard sensitive information while enabling seamless collaboration across teams. Whether through cloud-based options or on-premises systems, the right storage solution enhances productivity and protects your organization’s most valuable assets. Take the steps outlined in this guide to create a secure, reliable storage environment that supports your company’s growth and operations.