How Can Law Firms Secure Client Communications?

Every law firm knows that any relationships are based on trust. This is because clients demand total secrecy especially as the details they provide are sensitive in nature. However, in the digital era, client confidentiality is no longer just about professional ethics, it has also evolved as a security issue, one that is related to technology. Therefore, law firms should always ask the simple question: How can law firms secure client communications? 

How Can Law Firms Secure Client Communications?

The Importance of Client Communication Security 

Lawyers deal with confidential information pertaining to business, personal history, and financial documents. Therefore, one breach is all it would take to cause long-term reputational, personal, and legal harm to the firm and their clientele. Additionally, financial obligation and fines related to the breach are also expected. That is why law firm IT security is no longer optional but rather imperative. So, how can law firms secure client communications? Let us take a closer look.  

Common Risks Law Firms Face 

Law firms have the same cyber risks as big companies but with fewer resources. This is mostly because their operations involve a much smaller office compared to other businesses like retail and manufacturing. Additionally, the focus of their practice is far from the complexity and modernity of information technology and law firm IT security. However, this does not exempt them from cyber threats, on the contrary, it makes them an easier target. The most common threats experienced by firms include phishing emails and messages in the form of client requests and insecure network connection in the office or while on the go. Additionally, office system infrastructure can also be at risk from weak passwords that can be easily guessed by hackers. Similarly, unsecured messages revealing confidential client information are also easy gateway for an attack. Because of this, the best way to have an effective and safe communication strategy is to be aware of these risks. With these threats, how can law firms secure client communications?  

Legal Conformity and Secrecy 

In addition to trust, there are strict compliance data privacy requirements for lawyers and their firms. Bar associations require law firm IT security of communication and the storage of data in the firm. Therefore, non-compliance may lead to fines, sanctions, or even malpractice claims. Hence, effective cybersecurity measures are necessary to ensure that clients and the legal level of the firm are secure. Some of these forms of security include the following:  

Encryption: The Gold Standard 

Encryption is the best method of securing digital communication and client confidentiality. With end-to-end encryption, only the recipient and sender will be able to read the message. Regardless of whether it is an email, chat, or document, it is encrypted so it cannot be read by an outsider. Sensitive files are never safe without them. 

Secure VoIP for Attorneys 

Emails are as insecure as voice calls. Basic VoIP (Voice of Internet Protocol) services and traditional phone lines are interceptable. Therefore, having a secure VoIP for attorneys encrypts the conversation therefore preserving the client confidentiality in real time. With this security feature in law firm systems, lawyers are able to securely talk about sensitive cases over the phone without hesitation. 

Building a Strong IT Security Framework 

Law firms require more than just one tool. They require a stratified security system. Critical elements are needed to ensure that the network infrastructure is secure. This includes intrusion detection and firewalls, multi-factor authentication (MFAs), and secure file sharing systems. Additionally regular updates and patches of the system as well as constant training of staff in cyber hygiene are essential. Each one is as important as the other because every layer makes it more difficult for hackers to succeed in an attack. 

The Role of Data Redundancy for Business Continuity in Legal Practice 

Data availability is also important to communication security. With the loss or corruption of files, the service to clients is affected. Hence, redundancy of data is necessary. Having copies stored in more than one secure system will ensure that in case of one failure, critical communications will be available. In the case of law firms, lack of communication and data translates to missing court deadlines, late filings, and angry clients. Data redundancy therefore ensures business continuity in case of any disruption in law firm operations. In the same vein, a business continuity plan helps in making sure that things go on even in case of interruptions. Backups, tested recovery systems, and reliable and secure cloud platforms ensure that communication is flowing. Hence, helps for quicker disaster recovery, should it happen. 

Reducing The Weakest Link of Human Error 

Technology is insufficient. A lot of breaches occur because of human errors. Although some can be malicious and intentions, other more innocent actions such as clicking on phishing links or uploading files to the incorrect recipient are also as damaging. Therefore, educating and training the lawyers, their associates, and personnel about the safety measures is no less significant than the investments in the up-to-date tools.  

How Managed Security Supports Law Firms 

In the smaller and mid-sized law firms, most of them lack permanent IT departments. So, how can law firms secure client communications? It would be best for them to partner with a reliable managed IT and cybersecurity provider such as EB Solution, cybersecurity law department. Having constant surveillance, quick reaction, and legal compliance skills, vendors such as EB Solution assist law firms in sealing the security holes and safeguarding client communications.  

Choosing the Right Partner 

When choosing a cybersecurity partner, law firms need to ask very specific questions. A partner who says yes to the following questions can protect client trust. This includes: 

• Are they aware of the special legal compliance requirements of the practice?
• Do they offer secure VoIP and encrypted file-sharing?
• Are they 24/7 monitored and supported?
• Will they develop the firm-specific security roadmap? 

What the Future Hold for Legal Communication Security 

New threats will emerge in the future in the form of AI-powered phishing, deep fake scams, and changing legal compliance regulations. To remain ahead, it will be necessary to follow the trends and have flexible solutions as well as collaborate with providers. Companies investing in security today will be in a better position tomorrow. Here at EB Solution, cybersecurity law, we have professionals who are happy to help you ensure that your client’s trust in your firm remains solid.  

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