Trusted Cloud: When security meets business trust

For companies, every decision in favour of the cloud is a decision in favour of the digital future and thus a great opportunity. But as is often the case with the electronic storage of sensitive data, a single security incident can jeopardise trust, compliance and reputation. This is precisely why a secure cloud solution is essential. But how can you tell which cloud is truly trustworthy, and what criteria can you rely on?

2025-10-22 – Christian Mennrich-Ketelsen / Patrick Carl

An employee of a company uses a secure cloud.

Secure cloud for sensitive data: Genuine reliability

A trustworthy cloud solution offers technological security and creates legal and organisational reliability. It meets the highest requirements for security, data integrity, availability and compliance, and ensures efficient work processes and an automated workflow. To achieve this, the cloud utilises end-to-end encryption, zero-trust architectures or sealed cloud approaches that deny even the operator access to the data. In addition, there are strict authentication controls such as SSO, multi-factor authentication and strong links to identity providers.

Cloud security for businesses: resilience, updates and contingency plans

Thanks to geographically distributed data centres (georedundancy), backups and contingency plans, the encrypted cloud is fail-safe and stable. Ongoing maintenance and regular updates keep the security level permanently at a very high level. In combination with procedural documentation, audit-proof archiving of data can also be guaranteed. Data protection plays a central role, especially in Europe: clouds that are operated within Germany or Europe and are fully GDPR-compliant are considered particularly trustworthy.

Focus on cloud security: seals of approval promise trust

A trustworthy cloud complies with legal requirements and European standards. Technology providers such as Microsoft 365 integrate security and compliance features directly into their platforms. Such cloud solutions are regularly tested by independent bodies such as TÜV, undergo audits and receive certificates that provide additional trust.

An employee of a company uses a trusted cloud.

Secure cloud for businesses: Protecting sensitive data starts with trust

Trust is the basis of successful business relationships: Customers and partners expect transparency, traceable decisions, security and integrity. This is particularly important within a cloud infrastructure, given that highly sensitive data is often processed there. It is only when compliance, data protection and security are guaranteed that companies can safely outsource personal data or confidential business information to the cloud. A robust infrastructure ensures continuous operation – and thus high availability.

Secure cloud solution: Transparency, control and auditability as success factors

Trust in a cloud solution is built through transparent processes and verifiable security. Important foundations for gaining the trust of partners and customers include encryption, sealed cloud technologies and clear access mechanisms such as single sign-on (SSO) or multi-factor authentication. Evidence such as independent security certificates and audits provide additional proof of reliability.

💡 People trust experience: practical examples from customers, partnership-based support and fast, direct communication all help to build long-term trust.

Checklist: Criteria for a GDPR-compliant cloud

Clear guidance is necessary so that companies can truly rely on the security of their cloud solution. This checklist shows which criteria are crucial for building trust. Check for yourself whether your cloud partner actually delivers what it promises:

✅ Transparent technologies: encryption, integrity checks, no operator access, scalability
✅ Strong authentication: SSO, multi-factor authentication, role-based control
✅ Certifications & audits: ISO 27001, Trusted Cloud Label, certification by independent auditors
✅ Practical evidence: customer references, success stories
✅ Partnership & support: fast response, direct communication

Cloud instead of on-premises: We will support you in securely introducing Microsoft 365 and Shareflex.

Get started today with a consultation and pave the way for an efficient cloud-based document management system (DMS).

Patrick Carl
Chief Sales Officer

Email: info[at]portalsystems.de

Cloud security for businesses: practical knowledge from an ECM expert

Trust is undoubtedly the most important factor when introducing a cloud solution to a business. But how can trust in this technology be established? In this interview, Patrick Carl, CSO of Portal Systems, shares his insights on the key issues of security, transparency and compliance.

Question: When companies talk about a trustworthy cloud, what does trust actually mean, and why is it more important today than ever before?

Patrick Carl: For me, trust in the context of the cloud means transparency, control and verifiability above all else. Transparency means being able to track where the data is located at any time, who has access to it, when they have access, and which sub-processors are involved. ‘Control’ means that identities, authorisations, encryption and configuration remain in my hands. This aligns with principles such as zero trust, least privilege, and owning keys and policies. Verifiability and compliance ensure trust through audit trails, documentation, test reports and clear SLAs with guaranteed availability and rectification times. Finally, resilience and reversibility are required in the form of reliable backup and restore procedures, exit scenarios that prevent lock-in, and planable upgrades that ensure long-term operation. As attack surfaces, regulatory requirements and critical business importance continue to increase, trust in the cloud cannot be based on promises alone, but must be based on verifiable mechanisms and reliable practice.

Building trust through ‘transparency, control and verifiability’

Question: Many providers advertise security and compliance. How can companies tell if a cloud partner is trustworthy, and how can they distinguish between marketing promises and actual practice?

Patrick Carl: Yes, that’s correct. While security and compliance are always advertised, verifiable criteria are crucial. This includes data storage and emergency access, integrated user and authorisation management, and regular audits and certifications by independent third parties. Clear SLAs with guaranteed KPIs, as well as the ability to easily export data and switch providers, are also key indicators of a company’s actual practices. References from similar companies can help distinguish marketing promises from genuine trustworthiness.

Question: What role does Portal Systems play in building trust in the cloud? How do you ensure that your customers can rely on your solutions in the long term?

Patrick Carl: Portal Systems plays a central role in building trust in the cloud by consistently relying on Microsoft 365 as a secure IT platform. IT security is our top priority, continuously monitored and now certified according to ISO 27001. We see ourselves as a reliable and trustworthy partner, working alongside our customers to support their cloud strategy without introducing additional risks. Shareflex does not store any customer data itself. Instead, all information is securely stored in the customer’s M365 tenant. This means that, once the decision to use the platform has been made, it can be implemented consistently and for the long term.

Portal Systems: your partner for secure cloud solutions in Microsoft 365

With over 20 years’ experience in ECM, Portal Systems is now focusing exclusively on Microsoft 365. Shareflex ECM Online seamlessly extends the platform with secure functions such as DMS, controlled documents and incoming invoice processing, ensuring security in document and contract management. More than 300 customers, ranging from SMEs to large corporations, already rely on it.

Portal Systems AG is ISO/IEC 27001 certified, meeting the highest security and quality standards. Customers benefit from direct contact with the manufacturer, quick feedback and uncomplicated implementation without any third parties involved. This makes Portal Systems a trustworthy cloud partner.

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The user interface of Shareflex Documents, the document management software with SharePoint Online and Microsoft 365.

Data protection in the cloud: Portal Systems makes it possible

A trustworthy cloud relies on security, transparency, and reliable partners. With many years of ECM experience, a clear focus on Microsoft 365, certified security standards and practical customer support, Portal Systems brings all these factors together, making cloud usage secure, efficient and predictable. This enables customers to implement their cloud strategies with complete peace of mind.

FAQ

Can you trust the cloud?

Yes, a cloud can be considered a trusted cloud if it offers high cloud security, is certified and demonstrably implements data protection in the cloud. Companies benefit from a secure cloud solution or even a dedicated, secure cloud for businesses that protects sensitive data and meets GDPR-compliant cloud standards.

What is the disadvantage of a cloud?

One disadvantage can be dependence on the provider, especially if secure cloud storage or encrypted cloud options are lacking. Without clear governance, risks arise in cloud security for companies, which can make even a secure cloud vulnerable.

Which cloud offers the highest level of security?

The highest level of security is provided by providers with end-to-end cloud encryption, strict authentication and certified standards. One example is Microsoft 365, which is a secure cloud for sensitive data and a GDPR-compliant cloud with secure cloud storage in the EU.

How do I secure my cloud?

A secure cloud for businesses relies on encrypted cloud technologies, multi-factor authentication, role-based access control and backups. This creates secure cloud storage with cloud security for businesses that also protects sensitive data and builds long-term trust as a secure cloud solution.