In today’s digital age, law firms face unprecedented challenges in cybersecurity, managing vast amounts of sensitive data that attract cyber criminals. The consequences of a breach extend beyond data loss, potentially undermining a firm’s reputation, eroding client trust, and leading to severe regulatory penalties. Cybersecurity is not merely a technical requirement but a core component of a law firm’s ethical duty to protect client information, intertwining legal liabilities with ethical obligations.
According to the American Bar Association (ABA)’s 2023 Cybersecurity TechReport, 29% of respondents reported a law firm breach at some point. With the vast amount of sensitive, valuable information involved in the day-to-day tasks of legal work, it’s no surprise that law firms and their legal technology are a common target for hackers.
Therefore, law firms must adopt a proactive security stance. This approach involves advanced technological defenses and promoting a culture of security awareness throughout your organization. By exploring the multifaceted aspects of cybersecurity challenges and offering actionable strategies, this guide aims to equip law firms with the knowledge to enhance their defenses and prepare for future threats in the evolving cyber landscape.
The importance of cybersecurity for law firms
The necessity for stringent cybersecurity measures within law firms cannot be overstated. The data managed by law firms—from personal client details and confidential business information to sensitive legal documents—is inherently valuable, making it imperative that firms maintain robust security protocols to safeguard this information. Cybersecurity attacks can result in compromised communications, loss of access to essential information, data leaks, loss of trust in your law firm, and even malpractice claims.
These attacks don’t just impact your law firm, though. They also put your clients at risk. As a lawyer, you have ethical and legal obligations to protect your clients’ information. As stated in ABA Rule 1.6: Confidentiality of Information, “a lawyer shall make reasonable efforts to prevent the inadvertent or unauthorized disclosure of, or unauthorized access to, information relating to the representation of a client.”
Additionally, three ABA formal opinions you should be familiar with include:
- ABA Formal Opinion 477R: Securing Communication of Protected Client Information
- ABA Formal Opinion 483: Lawyers’ Obligations After an Electronic Data Breach or Cyberattack
- ABA Formal Opinion 498: Virtual Practice
Even in the event of a cyberattack, you, as a lawyer, can be held responsible for any privacy breach that affects your clients.
1. Be cautious with emails
Emails are common targets for phishing scams. Some common traits of phishing include:
- Offers or statements that are too good to be true
- Odd requests with a sense of urgency
- Hyperlinks
- Attachments that are unexpected or don’t seem to make sense
If you receive an out-of-character email from a colleague or client, check the email address to see if it’s legitimate. If you’re unsure about a link, hover over the link to see where it goes, and if it’s a popular site, be sure to check that everything is spelled correctly. If you find an email to be suspicious, it never hurts to get a second opinion or confirm with the sender through another form of communication.
2. Invest in a secure mobile solution
If you’re working remotely, you’ll likely rely heavily on mobile devices like your smartphone or tablet.
Although these devices provide a convenient way of staying connected to the office, they can also be a major security risk. Remote work, in general, increases the likelihood of a cyber attack, with approximately 20% of organizations experiencing a breach due to the actions of a remote worker.
Fortunately, you can prevent your firm from contributing to this statistic by leveraging a platform that provides mobile and cloud access to your organizational data.
A mobile-friendly legal software application helps you safely access your data from your server without copying files onto your personal mobile device. When you log out, the connection is severed, and your device is no longer an access point for confidential client information.
3. Browse safely
Whether it’s a pop-up, fake site, or questionable link, one wrong click can harm your device in a matter of seconds. When you’re working online, there are a few steps you can take to avoid compromising your data or device.
For example, make sure you’re using Google Chrome as your default browser to access your preferred legal journal. This will allow you to add privacy extensions to block activity such as spying ads and hidden trackers.
It’s especially important to browse safely when you’re working remotely. If you’re away from your secure workplace network, use a virtual private network (VPN) to hide your IP address and keep your browsing activity from being tracked. This is crucial when accessing legal documents or transmitting client information.
4. Make sure your practice management software uses SSL
Financial institutions and other entities that manage critical data use a Secure Sockets Layer (SSL) to encrypt data between browsers, devices, and websites. This encryption security protocol can also create a secure connection between two servers.
Using practice management software with SSL allows you to create an encrypted connection between your mobile devices and your server. With an SSL in place, you can confidently access confidential client documents and check off important tasks no matter where you’re working from.
That said, if you’re using any software that isn’t integrated with the practice management solution, those files won’t be encrypted and may still be susceptible to cyber crimes.
To limit your vulnerability to malicious digital activities, consider using a fully integrated practice management solution for your law firm. For instance, Tabs3 Software can support a wide range of core functions, including accounting, client relationship management (CRM), and more.
5. Use secure passwords
How many online accounts do you log in to regularly? Ideally, each of these accounts should have its own unique password. If your accounts share the same password, remember that one compromised account likely means multiple compromised accounts.
In addition to having strong, unique passwords, you should change them regularly to keep them hack-proof. It’s also a good idea to enable two-factor authentication, which adds an additional layer of security to your accounts.
If you’re concerned about being locked out of your own accounts, consider implementing a password management tool such as 1Password or LastPass to keep your passwords safe, secure, and all in one place.
You’ll also want to train everyone at your law firm, from paralegals to partners, on how to create secure passwords and remind them of the dangers of sharing or reusing passwords.
6. Verify that your data is encrypted
Encrypting data involves encoding it using a digital key. Ideally, only individuals with access to the key will be able to unencrypt the data and access the underlying information. However, although an SSL encrypts data while it’s being shared between a server and device, your information may still be vulnerable while “at rest.”
To maximize data security, you need a practice management solution that encrypts data at rest and in transit, which reduces data vulnerability and improves your cybersecurity stance.
7. Prepare an incident response plan
According to the ABA’s 2023 Cybersecurity TechReport, only 34% of respondents said their firm has an incident response plan (IRP). While implementing an IRP can be expensive and time-consuming, the aftermath of a cyberattack or data breach can be far more costly.
Your IRP should include provisions for cybersecurity issues and natural disasters alike. This plan should outline specific steps to take in the event of different types of cyber incidents, identify roles and responsibilities within the firm for dealing with such incidents, and include communication strategies for notifying affected clients and complying with legal obligations. Regular drills and updates to the IRP can help ensure that the firm is always prepared to act swiftly and minimize the damage from cyberattacks.
8. Leverage access restriction tools
While fellow attorneys, legal staff, and even your clients may need access to different files, global access can put your law firm in a risky position. A safer strategy for access is creating a protocol for access restrictions.
When setting up user profiles, you can implement access restriction rules, which govern what documents users can view, enter, edit, delete, or share. Use access profiles to keep sensitive information secure, prevent accidental deletions, and maintain the integrity of your database.
It’s vital to use software that supports access restrictions. For example, PracticeMaster is an extremely versatile practice management solution that you can use to grant or restrict editing access down to specific fields.
For instance, you might grant a support team member the ability to view important files but only allow them to edit basic data like appointment dates, client phone numbers, etc. This functionality guarantees sensitive information remains accessible only to those who need it.
9. Back up your data
You likely have access to a fast, reliable internet connection and a robust Wi-Fi network when you’re in the office. When you’re working outside of the office, though, the quality and availability of your connection can vary greatly.
You need a way to back up your data while you work that allows you to continuously save your work as you make changes, input new client information, prepare documents, or perform other mission-critical tasks. With a robust tool for backing up your data, you can rest assured that your data can be salvaged even if your device is stolen or damaged.
10. Use auto-recovery tools
Auto-recovery tools can protect your data from damage caused by lost network connections or power outages. This allows you to work confidently without worrying about sudden disruptions to your connection.
11. Take advantage of eSignature and secure file-sharing tools
Exchanging files and obtaining signatures is a staple of law firm work. But what happens when you need to share files with an outside entity while you’re not in the office?
Using a standard email account exposes you to undue liability and can lead to a breach. A better alternative is leveraging secure file-sharing and eSignature software. These tools allow you to:
- Send or receive encrypted documents from third parties
- Request signatures on critical documents
- Send and upload large files without compromising security
Keep your law firm secure with Tabs3
Our reliable, easy-to-use practice management software is designed to help law firms boost productivity, stay organized, and maintain client confidentiality. With secure file-sharing and eSignature features, clients can rest assured that their data is protected.
For your security, Tabs3 Software offers the following features:
- Tabs3 Cloud, which allows attorneys to work from anywhere and includes extensive data privacy and security features
- Tabs3 Connect, which allows for secure mobile access with SSL encryption
- HotBackup, which backs up your data on an ongoing basis
- Auto-Recovery, which protects your data from power outages, lost network connections, and data corruption
Interested in learning more? Request a free trial or schedule a demo today.
