Today, it is not unusual for lawyers to work as part of a large team. Furthermore, it is important for that team to communicate with each other effectively. This means that lawyers need to have a way to share information with one another securely without having to worry about their files being intercepted by someone else.
For example, a hacker could end up getting in the middle of an information transfer, compromising the client and the case. That is where file management security is critical. What does secure file management look like in the legal industry, and how can you make sure that your firm and your clients are safe? There are a few important points to keep in mind and do not hesitate to reach out to a professional who can help you protect your confidential information.
Why Do Lawyers Need To Use a Secure File Management Tool?
Unfortunately, there are a lot of lawyers who are not using the right software to protect their information. For example, solo law firms might not have any security software at all protecting their software, and many small law firms feel like they do not have the budget necessary to protect their information. While a lot of lawyers are used to sharing their information using emails, it is important to make sure that those emails are secure. It’s a better idea to rely on a professional service that has the right tools in place to protect the files and prevent them from being stolen.
It might come as a surprise to hear that a lot of lawyers still mail documents back and forth. Remember that attorney-client privilege is a serious issue, and lawyers need to make sure their files do not get lost in the mail. Furthermore, someone might try to read the information through the envelope, which could also compromise the integrity of the case. In addition, snail mail can also take far too long to keep the case on track. That is why it is critical for lawyers to look for a secure file management system that can handle this issue and keep clients happy.
What Do Lawyers Need To Know About Secure File Management?
Lawyers need to make sure they use the right secure file management system to meet their needs. They need to think about not only their current needs but also their future needs. There are a lot of lawyers who function in a solo firm right now. They might feel like they don’t need a large solution, but this is where thinking ahead and preparing for the future can prove to be valuable. Their caseload could go up in the future, which might mean that they need a larger secure file management system. Implementing scalable file sharing is always a great option—especially in the legal industry. If they bring on partners in the future, they will need to use a larger system that is capable of handling more documents.
In addition, there might be some legal requirements where lawyers are required to keep records of their cases for a certain number of years. Therefore, lawyers need to make sure they have secure file management that can store old documents without filling up completely. If the system cannot handle all of the cases, it might start to slow down, which can get in the way of the daily operations of the firm.
Finally, lawyers that do need to send files to someone else need to make sure that the files are protected when they go from case to case. The integrity of the case is paramount, and lawyers need to keep all client information confidential. That is why lawyers need to ask the right questions when they are looking for a secure file management system.
Questions Lawyers Need To Ask When Looking for a Secure File Management System
It is important for lawyers to ask the right questions when they are looking for a secure file management system they can use to manage their cases and documents. Some of the most important questions include:
1. Is the Platform Secure?
Lawyers need to know if the platform is secure. There are a lot of options out there, and some lawyers might be thinking about going with a free option. Unfortunately, these are not always secure, and it is possible for lawyers to have their information compromised if they do not use the right system with the right security protections. You might want to see if the system is updated from time to time to protect against the latest round of threats.
2. Does the Platform Have Encryption Options?
It is also helpful to look at the platform to see if it has encryption options available. These encryption options are important because most servers encrypt their files when they are at the origin and destination, but not all programs encrypt files when they are being sent from place to place. As a result, it is possible for someone to get in the middle and intercept the files. Make sure you pair with a solution like SmartFile—where your files are encrypted from start to finish.
3. What Is the Track Record of the Vendor?
You should take a look at the track record of the vendor before you decide who you want to go with. There are a plethora of reviews on most secure file management systems out there, so you should take a look at the reviews and ratings before you decide who you want to go with. If other people have had a good track record with that vendor, chances are that you’ll have a good experience as well.
4. Are There Granular Permissions?
You need to use a secure file management system that gives you granular permissions. This means that you do not have to use a system that takes an all-or-nothing approach. Instead, use a system that allows you to decide who has access to what. That way, if someone has their credentials compromised, the hacker won’t get access to everything.
5. Are There Different Levels of Files and Folders?
You need to use a system that can help you stay organized. If you use a system that has multiple levels and files and folders, it will be easier for you to keep your documents in order. Take a look at how many files and folders you can have. That way, you can keep your files organized even as the firm grows.
6. What File Formats Can the System Handle?
There are different types of evidence and documents that you might need to store. Beyond the simple doc, docX, and PDF files, you might need to store images and videos as well. Make sure you use a system that can handle all of the different types of files that you might have to store.
7. How Easy Is the System To Learn?
Finally, take a look at how easy the system is to learn. Remember that not everyone is comfortable with different types of tech platforms. There are a lot of secure file management systems out there, and some are easier to learn than others. Consider your experience, think about the experience of the other people using the platform, and select the right option.
If you think about these factors ahead of time, you can put yourself in the best position possible to find the right secure file management system. If you want to use the best system in the industry, you need to use SmartFile.
SmartFile Gives You All the Features You Need
If you decide to go with SmartFile, you will get access to all the features you need to make sure that your law firm is protected. Some of the reasons why you need to go with SmartFile include:
- The Latest Encryption Features: With SmartFile, you have all of the encryption power you need. We protect your files from start to finish. Whether your data is in transit or at rest, your information is encrypted, and it is nearly impossible for someone to steal your data. Furthermore, SmartFile follows all of the protocols issued by NIST, which means that your files are guarded.
- The Top User Management Features: Today, file management systems have strong security. It is more likely for someone to fall victim to a phishing attack than for someone to actually have the system hacked. When you use SmartFile, you get access to an intelligent file management system that will keep an eye on possible human errors. SmartFile gives you access to granular user permissions that allow you to control who has access to what, limiting your risk.
- All Compliance Systems Are Met: In the legal industry, there are probably a lot of strict regulatory standards that you need to follow. After all, this is a part of making sure the justice system works as it should. With SmartFile, you get access to numerous features that protect your firms against possible regulatory risk, allowing you to comply with all regulatory standards in the field.
- Regular Updates: You are working hard to make sure that your files are protected, but the hackers are also working hard to try to get around your security measures. That is why you need to work with SmartFile, which provides you with access to regular updates and maintenance. This means that there is a much lower chance of someone breaking into your system, as we will update your cybersecurity regularly, protecting against the latest rounds of threats.
- The Best Customer Service: If you have questions or concerns about anything related to your system, our customer service team is always there to help. You will get quick answers to all of your questions, allowing you to respond accordingly. We can also help you make sure that you get the most out of your system.
- Lifecycle Management Services: You probably have a lot of old case files that you aren’t able to get rid of but still need access to. That is where the lifecycle management systems from SmartFile can be helpful. You can keep track of which versions of your files are the most accurate ones, and you can place them in storage, where they will not get in your way but will always be accessible.
These are just a few of the many reasons why you need to go with SmartFile if you are looking for a secure file management system. We have already worked with numerous law firms to help them secure their files, and we can help you as well. We have many options available, and we can help you customize your plan to meet your needs.
Count on the SmartFile Team To Help You Protect Your Legal Files
In the legal field, you probably have mountains of paperwork that you need to keep track of. You must make sure that your filing system is organized—which is why you need to rely on an electronic method—but you also need to ensure that your files are safe from hackers. You also need to make sure that your files are easy to share with your partners. At SmartFile, we can help you with all of the above!
We have become one of the most trusted names in the industry because we always put the needs of our clients ahead of our own. Now, we can do the same for you. We have many options available, and we can help you find the right features to meet the needs of your firm. Furthermore, we can grow your plan as your firm grows as well. That way, you always have what you need, but you never pay for something you don’t require. We are proud of the reviews and ratings that we have, and we can help you protect your information, regardless of the situation. That way, your clients will maintain the utmost faith in your ability to protect them. If you would like to learn more about how the team from SmartFile can help you, contact us today! It would be our pleasure to help with all of your file-sharing needs.