15 Secure Collaboration Hacks Every Lawyer Should Know

Purchasers anticipate not solely well timed updates but in addition assurance that their delicate info is dealt with confidentially. Safe collaboration instruments can bridge the hole between effectivity and confidentiality, serving to your legislation agency streamline interactions whereas safeguarding purchasers’ belief. Beneath are sensible ideas and methods for upgrading your communications, leveraging the expertise that’s doubtless already accessible in your authorized tech stacks.

1. Leverage Encrypted Electronic mail for Primary Communication

Whereas electronic mail stays a staple of consumer communication, guaranteeing its safety is paramount. Most trendy electronic mail platforms, together with Microsoft 365 and Google Workspace, provide built-in encryption options. Whether or not encryption is offered relies upon in your license, however you’ll be able to all the time improve your license.

In Outlook, when drafting an electronic mail, you’ll discover encryption on the Choices tab.

2. Make the most of Shopper Portals for Doc Sharing

Shopper portals are a safe technique to share delicate paperwork and updates. Most cloud-based observe administration methods embody built-in consumer portals that enable safe doc uploads, shared calendars, and messaging.

The options accessible in your agency’s matter administration system rely on which one you employ—they have a tendency to fluctuate drastically from system to system.

Digital conferences have turn into the norm, however not all videoconferencing instruments provide the identical stage of safety. Platforms like Zoom and Microsoft Groups present superior encryption and ready room options to regulate participant entry.

At all times allow ready rooms and require a passcode for each assembly. For an added layer of safety, lock the assembly as soon as all contributors have joined.

4. Streamline Communications with Chat Platforms

Safe messaging platforms, akin to Microsoft Groups or Slack, enable for real-time communication with purchasers and inner groups. These instruments cut back the reliance on much less safe channels like textual content messages.

Create devoted channels for every consumer to maintain communications organized and confidential. Make groups and channels personal to make sure solely approved customers can view delicate discussions.

5. Implement E-Signature Options

Instruments like DocuSign and Adobe Signal streamline the signing course of whereas guaranteeing paperwork stay safe. Each platforms provide audit trails and encryption to guard consumer knowledge.

Take it a step additional and combine your e-signature instrument along with your observe administration or doc administration system to mechanically retailer signed paperwork within the right consumer file.

6. Prepare Your Crew on Safe Practices

Know-how can solely achieve this a lot. It’s crucial that your group understands the way to use collaboration instruments safely and successfully.

Conduct quarterly safety drills to bolster protocols, akin to figuring out phishing makes an attempt or managing delicate consumer info.

7. Use Multifactor Authentication (MFA) All over the place

Multifactor authentication provides an important layer of safety to your collaboration instruments. Require MFA for all logins, particularly for instruments used for consumer communication or for storing consumer knowledge.

Use an authenticator app like Microsoft Authenticator as a substitute of SMS-based MFA for added safety.

8. Encrypt Recordsdata Earlier than Sharing

Even with safe platforms, an additional layer of encryption by no means hurts. You’ll be able to password-protect Microsoft Workplace paperwork, permitting you to encrypt information with a password earlier than sharing.

You should share the password for encrypted information via a separate communication channel for optimum safety.

9. Audit and Monitor Communication Platforms

Recurrently overview who has entry to your consumer communication instruments. Instantly take away entry for former workers or purchasers to forestall unauthorized use.

10. Emphasize Cell Safety

With the rise of distant work, cell gadgets are sometimes used for consumer communication. Guarantee all gadgets accessing consumer info are secured with passcodes and encryption.

Outdated software program could be a main vulnerability. Guarantee all instruments used for consumer communication and storing consumer knowledge are up to date to the most recent variations to patch safety flaws.

Allow automated updates wherever doable and designate a group member or your IT skilled to observe and handle updates for essential methods.

12. Set up Clear Communication Protocols

Outline how and when purchasers can anticipate updates, and guarantee all group members adhere to those protocols. This consistency builds belief and reduces pointless back-and-forth.

In case your observe administration system has the aptitude, think about using automated workflows to ship periodic case updates to purchasers with out handbook intervention.

13. Incorporate Safe File Request Options

As a substitute of counting on electronic mail for purchasers to ship delicate paperwork, use safe file request options accessible in platforms your observe administration or doc administration system.

14. Allow Function-Based mostly Permissions

Not each group member wants entry to all consumer communications. Use role-based permissions to limit entry based mostly on job operate.

If accessible in your tech stack, arrange permission templates in your instruments to standardize entry ranges throughout the agency, decreasing the chance of overexposure.

15. Present Purchasers with Tech Help

Purchasers might not all the time be accustomed to the instruments you’re utilizing. Provide easy guides or transient walkthroughs to make sure they will have interaction securely and successfully.

Document fast video tutorials utilizing instruments like Loom to show the way to use consumer portals, signal paperwork, or be part of safe conferences.

About Affinity Consulting Group

Affinity Consulting Group conjures up, permits, and empowers authorized groups of all sizes to work smarter, from wherever. The corporate’s holistic strategy incorporates individuals, course of, and expertise. Affinity’s passionate, well-connected business consultants work hand in hand with you that can assist you higher perceive and optimize your small business—from software program to progress technique, and every little thing in between.

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