Keeping data secure should be a top priority for every law firm because clients trust you with their most private information. Law firms handle a lot of sensitive information, making them targets for cybercrime.
The Law Society of England and Wales reports that 65% of firms have experienced cyber incidents, yet 35% do not have the plan to prevent these issues. You want your law firm to avoid becoming one of these cases.
Secure collaboration tools can help your law firm work more efficiently while keeping client information private. Staying updated on the latest legal technology is essential as a legal professional. Here are eight things you should avoid doing on your law firm devices.
1. Leverage Client Portals for Sharing Sensitive Documents
Client portals are safe places to share important papers and updates. Many online management systems have these portals, which let you upload files, share calendars, and send messages. Different systems have different features, so what you can do depends on the one your firm uses.
Encryption transforms your data into a secret code, whether in an email, cloud app, or internet browser. You need a key or password to access it, so look for apps that can handle encryption.
2. Secure Communications With Clients and Team
Hackers often steal your data through communication methods. To protect your firm, check for weaknesses in your communication channels and take steps to fix them.
Email is a meaningful way to communicate with clients, so it’s crucial to keep it secure. Most email platforms, like Google Workspace or Microsoft 365, have built-in encryption tools. The availability of these tools depends on your license, but you can always upgrade your license if needed.
Using legal AI solutions can help you communicate with clients and team members in real time. These tools are safer than text messages. To keep communications organized and private, create separate channels for each client. Also, ensure teams and channels are private so only authorized users can see sensitive discussions.
3. Create Strong Passwords
It is essential to remain vigilant about your passwords. Consider whether your current password is too simple and easily guessable. Additionally, if you use the same password across multiple accounts, you may unknowingly make things much easier for potential hackers. This practice significantly increases your vulnerability, putting your sensitive information at risk.
To help protect yourself online, create stronger passwords. Choose something long and complex. Use a password that is safe and easy to manage. This way, you won’t have to memorize or write down your passwords—avoid doing that last one.
Create strong passwords. There are some legal software that helps you ensure your passwords are safe.
4. Increase Mobile Security
As remote work becomes more common, many people use mobile devices to communicate with clients. To protect client information, ensure all devices are secured with passcodes and encryption. You can follow these steps:
- Turn on encryption on your mobile devices to protect sensitive data from unauthorized users and improve security.
- Using two-factor authentication makes it harder for someone to access your device. This process usually requires verifying your identity using your mobile phone when you log in.
- Regularly back up your firm’s data to a secure, encrypted location for easy access. Cloud-based software automatically handles backups, supporting your incident response and business continuity plans.
- Keep work and personal accounts separate to protect confidential information. Use different apps for work.
5. Train Your Team and Clients
Technology has its limits. Your team needs to know how to use collaboration tools safely and effectively. According to Mark Anderson, the Founder of Anderson Injury Lawyers, you must hold security drills every three months to practice essential protocols, such as spotting phishing attempts and handling sensitive client information.
As part of your law firm’s security measures, ensure your staff is trained on cybersecurity risks. Then, regularly test and check the effectiveness of your training programs.
Law firms run the risk of clients sharing private information, like bank details, with scammers. To avoid problems, lawyers should teach their clients how to be careful. A law firm should demonstrate the client portal, guiding them through login and password creation before the end of the first meeting to ensure secure communication from the start.
6. Prepare For The Worst
Even if you try to prevent data breaches, it’s essential to be ready for what to do if one occurs. Make sure you have a plan in place before it occurs.
Build a plan for responding to a data breach. First, outline the immediate steps for communication, detecting unauthorized access to your data, and changing passwords. Next, decide how your law firm should act if a malpractice claim is filed. Include any guidance from governing bodies related to your ethical obligations.
Test the disaster plan and not leave data breaches to theory. Find out what works in real situations.
7. Conduct Regular Audits
It’s essential to regularly check your law firm’s data security to identify any weaknesses. Plan regular audits as part of your data security policy. These audits help you spot and fix cybersecurity risks, such as ensuring former employees can no longer access legal files. They also allow you to verify that controls like antivirus software and firewalls are working correctly.
Consider getting data privacy certifications to improve your law firm’s data security and privacy. Programs like ISO 27001 certification can help ensure strong security measures are in place and can attract current and potential clients.
8. Use E-Signature Solutions
Digital tools like DocuSign and Adobe Sign simplify the document signing process by allowing users to sign from anywhere at any time. These platforms prioritize security, ensuring that all documents are protected. They offer detailed audit trails that track every action taken on the papers, providing transparency and accountability. Additionally, both tools use strong encryption methods to safeguard clients’ sensitive information from unauthorized access.
Linking your e-signature tool with your practice management or document management system can improve your workflow. This connection will automatically store signed documents in the correct client file.
Bonus Tip: Update Your Regular Tools
“Outdated software can create serious security risks for client information. To address security vulnerabilities, ensure all tools used for client communication and data storage are updated with the latest versions,” said Robert Hammers from Hammers Law Firm. “Enable automatic updates whenever possible. Also, assign a team member or your IT professional to monitor and manage updates for critical systems to maintain security.”
Conclusion
Start improving your data security now to avoid the consequences of a cyber-attack or data breach. Protecting your clients and your law firm’s data is ethically and professionally crucial for law firms. Understanding your responsibilities and best practices can reduce risk, while the latest legal technology can enhance security and efficiency.
