Law firms manage a significant amount of sensitive client information. And with digital migration to online communication modes and an increased reliance on cloud storage, law firms must be careful to avoid cyber threats and data breaches. While digital platforms have enabled more efficient operations and faster interactions, one misstep can trigger big problems. After all, law firms must gather and store a client’s financial details, personal information, and other critical content.
What can law firms do to safeguard sensitive client data in the cloud? Read on to uncover helpful strategies that law firms should put into practice.
Know the Risks
First, law firms need to make sure that their team understands the risks inherent in working with cloud-based systems. With meetings and workdays increasingly spent in remote environments, team members must know how to access files and data without compromising security, as well.
Legal team members with weak passwords could leave data vulnerable to attacks. Further, poorly configured cloud settings could permit malicious third parties to have access to private information. And for teams accessing information across several different cloud tools, the opportunities for problems increase. For attorneys handling anything from motorcycle accident cases to fraud, their priority should be to safeguard their clients’ information.
Attorneys in the firm should use complex passwords, understand how to access data safely from remote workspaces, and know how to spot phishing emails. And they should know the IT contact person or team if they suspect any problems. Ultimately, the law firm should prioritize a unified approach to communication and data storage that limits the number of platforms at play.
Focus on a Layered Approach to Safety
Law firms aiming to build a stronger safety infrastructure should identify key areas for improvement. For instance, maybe too many team members have access to critical documents connected to cases beyond their scope. To reduce the risk of improper edits or compromised data, the firm’s IT team can establish role-based access protocols and conduct regular access audits. If an employee leaves the firm, an audit will help ensure that their account has been disabled. That way, information won’t fall into the wrong hands.
Firms should enable encryption to help protect data during transfers across networks and stay compliant with industry standards. Likewise, data should be encrypted when stored in the cloud to keep information confidential at all stages in the process. It is advisable to use Data Security Posture Management (DSPM), as well, to protect client information. DSPM solutions offer ongoing oversight of sensitive data over different cloud services. Thanks to constant scanning, DSPM solutions allow firms to spotlight risks or security vulnerabilities. These scans can catch suspicious activities and track data usage for unusual changes. Scanning and classifying data can streamline and fix data configurations, lowering costs and reducing data breach risks in the process.
Commit to Regular Security Training
Law firms must be diligent about cybersecurity training among employees to stay safe. The firm’s lawyers should be trained to identify fake emails so they don’t inadvertently sacrifice sensitive information. They should know the steps to report suspicious activities. And leaders in the firm should communicate expectations regarding data management. This means specifying how to label and store files, as well as best practices for sharing those files. By outlining expectations in detail, the firm can avoid situations where private information is exposed to unnecessary parties.
If there is a data breach, the company should have a process to intervene. It’s best to write down these steps in a handbook so everyone is on the same page if there’s a problem. Training in cybersecurity should be part of onboarding for new employees. Further, all employees should be made aware of HIPAA and other rules governing confidentiality.
Rethinking Cloud Security
Law firms can gain more efficient and professional operations with the help of the cloud. But even with the cloud’s countless advantages, companies need to be mindful of security. Traditional approaches to handling private information won’t suffice in a digital space prone to cyberattacks. With the help of upgraded tools, better employee training, and layered protections, law firms can keep data safe while staying compliant. As a result, companies will be able to reassure clients that their most personal information is protected.
