Data security is non-negotiable for law firms. Your clients entrust you with their most private information, making it not just imperative but a moral obligation that you prioritize your law firm’s data security.
Cybercriminals often target law firms because they handle a lot of valuable intellectual property, private client information, and other sensitive data, making them attractive targets for malicious actors.
In 2022, the American Bar Association uncovered that 27% of surveyed firms were hit by cyberattacks, a 2% increase from the previous year. Alarmingly, only 42% of these firms have established and upheld an incident response plan.
Law firms must prioritize cybersecurity. Due to their management of large cash transfers and sensitive information, they are prime targets for cyber attackers. Implementing the following best practices for law firm cybersecurity is crucial to protecting clients and minimizing exposure.
1. Increase Password Security and Leverate MFA
Dr Ian Levy, the NCSC Technical Director, says, “Using the same password for multiple accounts is a big risk. Don’t use easy-to-guess information like your first name or favorite pet to protect sensitive data.”
Strong password security is crucial in defending against cyber breaches. It is essential for protecting your organization, systems, and data. When creating your passwords, make sure they are both complex and lengthy. Utilize a password management tool to ensure passwords stay secure and to simplify management.
Here are some suggestions to strengthen your password:
- Use uppercase and lowercase letters, numbers, and symbols in your passwords for better security.
- Never save your password on your desktop.
- Avoid using passwords that could be easily guessed by looking at your public information, such as your social media profile.
- Include spaces in your passwords.
- Choose a memorable lyric from a song or poem.
- Use different passwords for each device or platform.
- Create an abbreviation using the first letter of each word in a sentence.
Another thing law firms should consider is limiting the number of privileged accounts and monitoring user activity. Law firms must use multi-factor authentication (MFA) where possible and appropriate for all accounts allowing data access.
Enabling MFA means that even if someone gets your password, they still need other credentials to access your account. MFA is the standard method for protecting your password.
2. Leverage VPN
When employees access company data through a shared internet connection, there is an increased risk of unauthorized access. With the shift towards remote or hybrid work, ensuring that everyone accessing the data is authorized becomes crucial. However, it is impractical to constantly monitor each employee’s internet connection to verify their location, mainly when working remotely to meet a law firm marketing plan.
When using home networks or public WiFi, you must leverage a virtual private network (VPN) to keep your connection safe. However, it’s vital to ensure that your VPN software is regularly updated and patched to prevent exploitation by attackers. VPNs hide your IP address, protecting you when using untrusted networks. If your company provides a business VPN, it ensures that only authorized users can access its data by fully controlling the encryption from end to end.
A VPN can protect you from eavesdropping and DNS poisoning on public Wi-Fi. However, it’s not a substitute for a firewall and won’t prevent users from accessing wrong links or malicious websites.
3. Consider Your Cybersecurity Insurance Policy
Businesses that depend on computer systems for various operations, data storage, or electronic financial transactions are at risk of cyber threats. Therefore, almost all companies with cyber exposure should consider acquiring cyber insurance. This type of insurance, first-party coverage, can provide financial protection and support in cyber-related incidents.
Law firms must have tech industry business insurance to protect against data breaches and cyber-attacks. When reviewing the policy, it’s essential to understand what it covers and doesn’t. Look into the following areas:
- Restoring data
- Paying for ransomware
- Dealing with cyber extortion
- Hiring digital forensics experts
- Covering legal costs
- Handling public relations
- Addressing third-party compensation claims
- Paying fees and penalties
- Managing external investigations
Understanding the details of cyber insurance policy is vital for law firms to be well-prepared and protected in case of a cyber security incident.
4. Use Encryption
Encryption is a crucial process involving transforming information into an unreadable format, which can only be accessed by individuals with the necessary knowledge or “key” to decrypt the information and return it to its original, readable form.
According to ABA Formal Opinion 477R, any personally identifiable information, protected health information, or other sensitive and confidential data must be securely transmitted using encrypted email to protect against unauthorized access and ensure data security and privacy.
Use encryption to keep your data safe. Encryption turns your data into a secret code, which can only be accessed with a key or password. Look for applications that can handle encryption for you.
5. Train Your Employees
Law firms should ensure that all employees receive cybersecurity awareness training at least once a year and conduct regular practice exercises to detect and avoid phishing scams. Employees who do not adhere to security policies and procedures should face consequences.
Discuss cyber awareness regularly at team meetings. Encourage team members to share recent phishing emails, suspicious text messages, or scam phone calls they have received. Teach employees about data protection regulations, how to share data digitally, and how to plan your response to a cyber incident.
When new employees start, make sure to give them cybersecurity training right away. New team members may need to learn the company’s rules, so it’s essential to teach them about cybersecurity as soon as they start working.
Training all staff about cybersecurity tips can create a strong security culture in your law firm. Everyone plays a part in protecting against attackers, so involving all staff can enhance your firm’s security.
2. Conduct Regular Audits
Regularly check your law firm’s data security to avoid overlooking any weaknesses. Conduct audits to find and address risks. For instance, ensure that former employees can no longer access legal files, and that anti-virus software and firewalls are working effectively.
To enhance your security, consider obtaining data privacy certifications. That will ensure you have the necessary procedures and make you more appealing to current and potential clients.
When conducting an inventory of software systems and data, assigning ownership and categorizing the risk associated with each is essential. The sensitivity of the information will determine the strength of security protections and access controls that need to be in place.
7. Create an Action Plan
Creating a detailed action plan is essential when considering the possibility of a data breach. This plan should outline the steps to be taken immediately following a breach, including communication protocols, password changes, and reporting procedures for any unauthorized access to data. Additionally, the plan should clearly define the firm’s course of action in case of a malpractice claim. Consider any guidance the American Bar Association (ABA) issued regarding your ethical responsibilities.
Test your data breach response plan in real-life scenarios rather than relying on theoretical assumptions to determine what works and doesn’t. Additionally, it’s crucial to prepare for the possibility of a disaster and have a plan in place to ensure that your law firm can continue operating smoothly in such circumstances.
Create a plan for recovering from disasters and ensuring business continuity. Your plan should include figuring out which systems and equipment are most important, finding the right tools and ways to do things (like making copies of data, using faraway locations, cloud companies, etc.), and making a plan for communicating.
Conclusion
As industries become increasingly reliant on digital technologies, the importance of cybersecurity for law firms will only grow. While it’s impossible to eliminate the risk of cyber-attacks, it’s crucial for businesses to proactively implement comprehensive measures to bolster their defenses and make it significantly more challenging for cybercriminals to breach their systems.
By following these tips, you can proactively safeguard your firm’s and clients’ sensitive data from the constantly evolving and growing threats in today’s digital landscape.
