Finding the right balance between cost-effectiveness, security features, and adherence to data governance regulations is the key to choosing the right file exchange solution for your law firm.
New data management and communications technologies are leading an increasing number of law firms to exchange documents online. Although this new approach saves a significant amount of time and money, the fact remains that some risks are still involved.
With strict regulations governing document sharing and storage in the legal field, it’s important to consider what tools to use to that sensitive information doesn’t fall into the wrong hands when choosing a solution to send and receive your files.
What the Code of Ethics for Lawyers Says About the Exchange of Confidential Information
According to the Code of Ethics for Lawyers, all legal professionals are required to take reasonable steps to ensure that the sensitive or confidential information of their clients cannot be accessed or intercepted by an unauthorized third party. This of course includes documents that are sent from or hosted in the Cloud.
This means that before using Cloud-based file transfer software, lawyers must perform thorough checks that will guarantee the security of the data being exchanged.
Security Measures Recommended for Sending Legal Documents
Here are a few tips to help lawyers adopt safe behaviors when they exchange sensitive documents or files, based on best practices suggested by several North American regulatory bodies.
When using Cloud services, it’s recommended that they have at least one facility in your country of origin. Often, Cloud Service providers use multiple facilities to guarantee uptime in the event of issues like a natural disaster. But if all a provider’s facilities are overseas, it could make things difficult when trying to communicate with them (and in-turn, your clients) if or when disaster does strike.
Next, law firms should always inform their clients when using a software or Cloud-based file exchange solution. This allows your practice to get client approval before sending any information, and can often positively affect your credibility. Everyone appreciates knowing that their data is in good hands whether its in transit or at rest.
Finally, it’s also advisable for legal professionals to keep a backup copy of sensitive information stored in the Cloud. This way, the data will be available even in the event of a system outage or a dispute with the Cloud service provider.
How can lawyers ensure they choose secure file exchange software?
Legal professionals who want to send files online are faced with a tough choice. While many software solutions exist, not all of them offer the same data protection and privacy features. However, certain certifications can be reassuring.
For example, ISO 27001 is a model for information security. Among other things, it serves as a benchmark for protecting sensitive and confidential information. It is considered a standard that oversees other legal requirements and rules and ensures that the measures taken to ensure information security are continually updated. This is an essential precaution to cope with the constant and rapidly changing nature of cyber threats.
A secure file exchange solution tailored to lawyers’ needs
Lawyers must be very careful when choosing an exchange platform since it is mandatory for them to use every means possible to ensure their clients’ information security.
They can nevertheless count on the data solutions offered by XMedius. ISO 27001-certified, our trusted company has unique expertise in information security. We are the company to contact if you want to avoid any issues with confidentiality. Questions? Feel free to reach out to one of our knowledgeable experts today.
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