Law firms are responsible for the privacy of critical and confidential information of clients. Keeping that information safe and secure should be a top priority for any legal office, especially in a digital age where technology is constantly changing and data breaches are on the rise. Here are a few ways to ensure legal documents stay secure at your firm.
Document Scanning Services
Transitioning from paper documents to using legal document scanning services is a top-notch security tactic. Paper documents are vulnerable to theft, misplacement, and even irreversible physical damage. Once scanned, documents are safely stored as digital records that only authorized personnel can access. You’ll never lose a document or find one in the wrong hands again.
Bar Compliance
State Bar compliance is set in place to ensure legal documents and information are being ethically and safely stored. With any process you choose to use, make sure you are following State Bar compliance guidelines to adhere to legal requirements of document confidentiality.
Access Groups
Trying to appoint individual access to employees can be difficult and can end up leaving gaps in your security. When granting access to digital files, assign access to groups rather than individuals. For example, a legal team working on the same case should have access as a group rather than giving each person on the team individual access. This way group members can be simply added or removed if necessary and can all be tracked in one place.
Get Rid of Autofill
In today’s fast-moving world, autofill passwords are easy and convenient, but they can put your firm at risk. If an employee’s mobile device were to reach the wrong hands, nothing is stopping that bad actor from accessing confidential information thanks to autofill passwords. One of the simplest ways to ensure legal documents stay secure is to enact a companywide policy against autofill passwords.