Law firms regularly deal with large files, and you need to be able to distribute these files to your partners safely while also protecting your security. That is why law firm file management is important. There are a lot of tools that can help you with legal file management, but how can you make sure your documents are safe while still ensuring you have access to them when you need them?
Take a look at a few important points below regarding large files within the legal industry, and be sure to work with a team that has experience in the legal field. That way, you have an expert who can maximize your efficiency and security.
The Importance of File Security in the Legal Field
In the legal field, you handle sensitive information on a daily basis. Most of that information is protected by attorney-client privilege, but that doesn’t mean that criminals are not going to try to get their hands on those documents. Regardless of whether you work with individual clients or large companies, you handle sensitive information that could be attractive to criminals.
As a result, you need to invest in file security. This can help you keep those criminals at bay, but you also need to make sure these security measures do not slow you down too much.
It might come as a surprise to hear that some small law firms might not have any advanced security software protecting their documents at all. Furthermore, some smaller firms might feel like they do not have the budget to invest in the necessary software protection.
First, you might use snail mail to send your files from place to place, but privacy is a serious issue, and you do not want the mail service to compromise the chain of custody if you are physically mailing documents from place to place. In addition, your time is valuable, and you do not want to waste your time physically sending documents from one place to another.
Next, you might be thinking about faxing those documents, but this is not necessarily the safest option. There is a chance that the fax signal could be intercepted in transit, and your information could be stolen. Plus, what do you do if the recipient does not have a fax machine?
Finally, you might be used to distributing your files using email, but what happens when your files are too large to attach and send to someone else? Furthermore, if you have to attach a large file to an email, how long is it going to take that file to attach? Then, how long is it going to take the recipient to download that file and review the information? Again, your time is valuable, and an email could take too long to keep the case on track.
Fortunately, there is a suitable alternative when you need help handling large files within the legal industry, and you need to partner with a professional service that can help you protect your documents and ensure you have access to them.
A Secure File Management Service Can Help You Handle Large Files
Technology has come a long way, and you can take advantage of secure file management services that will give you the security you need while still accessing your files from anywhere. When you partner with the right service, you can give your users the ability to send, receive, and manage their files using a browser, desktop computer, API, or file transfer protocol (FTP) client.
In addition, a secure file management service should be able to track user activity related to various documents. This is particularly important in the legal industry when you need to make sure you don’t have any unauthorized access related to your files.
Today, with so many people working remotely, it is important for you to be able to access your files when you need them. In particular, you might find yourself on the go, interacting with multiple clients on a daily basis. Or, you might have a partner who is out of town, and you need their input on a specific case.
Now, you don’t have to worry about sending them any documents, and you don’t have to worry about waiting for a response. All they need to do is use their credentials to log in to your secure file management server, download the file, and review it. This type of flexibility is critically important, as it allows you to keep your case moving even when you are out of the office.
Furthermore, you don’t have to worry about sacrificing file security for this type of flexibility. When you partner with a secure file management service, you get access to the latest security features, reducing the chances of your confidential documents being stolen.
How Do You Choose the Right Secure File Management Service?
As you take a look at all of the options available, you will see that there are a lot of secure file management services out there. In the legal field, you need to partner with the right team. What are some of the factors you need to consider when you are looking for secure file management services?
Some of the most important factors that you need to consider include:
1. The Security Features
Of course, you need to make sure that the platform has some of the best security features in the industry. In the legal industry, your top priority is ensuring your documents are protected. You need to make sure the secure file management system comes with the latest security features.
In particular, you need to make sure that those security features are updated from time to time. If the software is updated regularly, you know that the team behind it is working hard to protect you against the latest security threats.
2. The Scalability
You also need to consider the scalability of the service. In the legal industry, it is not unusual for you to deal with documents that are thousands of pages long. The reality is that these files are very large, and not every file management service is going to be able to handle documents that big.
As your law firm grows, you may need to take advantage of the service that can grow with you. If you need to increase your subscription, or if you need to handle increasingly large files, you must make sure that the service you partner with is able to address your needs.
3. The Encryption Options
You should consider the encryption options as you review the capabilities of the secure file management service. Encryption is important because the vast majority of servers will only encrypt their files at the start point and end point.
Instead, you need to look for a file management service that will encrypt your files for the entirety of their journey. That way, you don’t have to worry about your files being intercepted as they are sent from place to place. Consider the encryption features before deciding which platform you want to work with.
4. The Reviews, Ratings, and Track Record
When a new client is trying to find a lawyer, did they ask you about your prior case results? You need to think about the same thing when you are looking for a file management service. You need to consider the reviews, ratings, and track record of that secure file management service before you decide if it is right for your needs.
You may even want to access a free trial before you decide if you want to pay for the whole thing. This will give you an opportunity to try out some of the features before you make a final decision. Take a look at what other people have to say about the platform before you decide if it is right for your situation.
The Benefits of Working With SmartFile for Large Legal File Management Needs
If you are looking for the best secure file management service for law firms, you need to go with SmartFile. SmartFile provides you with a variety of file lifecycle management automation tools, expediting your file management needs while giving you the security you deserve. Some of the top benefits of working with SmartFile include:
1. End-to-End Encryption
One of the greatest benefits of working with SmartFile is that you will get access to end-to-end encryption. This means that you no longer have to worry about your files being intercepted when they are sent from place to place. With powerful encryption measures that make it nearly impossible for someone to hack into your documents as they are transported, you can rest easy, knowing that your confidential documents will remain confidential.
2. File Versioning
When you partner with SmartFile, you also get access to some of the best file versioning capabilities. What this means is that you no longer have to worry about which version of the document is the most recent. If you have a single document that is being emailed among multiple partners, how do you know which one is the most recent?
Now, with file versioning, that is no longer an issue. You can track when someone accesses a document and what changes they have made. That way, if you need to reverse those changes later, or if you need to figure out which version is the most recent, SmartFile has you covered.
3. Granular User Roles and Permissions
SmartFile also gives you access to granular user roles and permissions. This means that you are in total control of which files someone has access to. This is not an all-or-nothing approach. Now, you can control exactly which files someone can see.
Obviously, you do not want one client to see the documents of another client. With granular user roles and permissions, you can make sure that someone only has access to the files they need. This doesn’t mean that you do not trust them, but it is important for you to hedge your security risks. That way, if that individual has their credentials stolen, the hacker does not get access to everything.
4. Two-Factor Authentication
Take advantage of two-factor authentication. This is an extra security measure that can protect you against phishing attacks. With two-factor authentication, a successful username and password combination must be followed up by another factor, such as a text message combination. This extra layer of security can be critical if someone has their login credentials compromised.
5. Frequent Software Updates
Finally, SmartFile also gives you frequent software updates. Even though you are working hard by investing in the best security measures for your files, hackers are continuously working to get around those security measures. Therefore, you need to use a file management system that will update itself regularly, providing you with the best security measures in the industry.
SmartFile does exactly that. If there is a gap or hole in your security measures, it can be filled quickly. All you need to do is update your system, and you can make sure that you are protected against the latest cyber security threats. Keep your law firm safe with SmartFile.
Contact SmartFile Today for the Best Large File Management Needs
In the legal industry, you have a lot of large file management needs, and we are here to help you address them. At SmartFile, we are proud to be one of the most trusted names in the industry, and we give you access to a variety of features that you can customize to meet your needs.
You may not know exactly what you are looking for, but we can help you with exactly that. We can make sure that we handle all of your file transfer needs while also ensuring that your security is protected. If you would like to learn more about how we can help you, contact us today to speak to a member of our team! Let us handle your legal document needs.