Best Practices for Secure Communication and Data Storage in the Legal Industry

The legal industry handles sensitive and confidential information daily, from client data to case-related documents. With the increasing frequency of cyberattacks and data breaches, it is essential for law firms to prioritize the security of their communication and data storage practices.

According to the American Bar Association’s 2021 Legal Technology Survey Report, 25% of respondents said that their companies have, at some point, experienced a data breach.

This blog post will explore best practices for secure communication and data storage in the legal industry. By following these practices, law firms can protect their sensitive information, maintain regulatory compliance, and build a culture of security within their organization.

Secure Communication Practices

Secure communication practices are critical for protecting sensitive information in the legal industry. Here are some best practices:

1. Use of encrypted messaging services: Law firms should consider using secure messaging apps that offer end-to-end encryption. It means messages are only visible to the sender and recipient. Some popular options include Signal and Protected Phones.
2. Secure email communication: Emails are often used for sending sensitive information, so it’s essential to use a secure email provider that uses encryption. Additionally, lawyers should avoid sending sensitive information through unencrypted email or using public Wi-Fi networks to access their email.
3. Use of VPNs and other secure remote access technologies: Virtual private networks (VPNs) can help secure remote access to solid networks and prevent unauthorized access. Other secure remote access technologies, such as remote desktops and two-factor authentication, can enhance security.
4. Password management and multi-factor authentication: Strong password management practices can prevent unauthorized access, including regularly updating passwords and using unique passwords for each account. Additionally, multi-factor authentication adds an extra layer of security by requiring an additional verification step beyond a password.

By implementing these secure communication practices, law firms can enhance the security of their communication channels and reduce the risk of data breaches.

Data Storage Best Practices

Data storage best practices are critical for protecting sensitive information in the legal industry. Here are some best practices:

1. Use of encrypted cloud storage solutions: Storing data in the cloud can be convenient, but choosing a cloud storage provider with data encryption is essential. Some popular cloud storage providers include Dropbox, Google Drive, and OneDrive.
2. Data backup and disaster recovery plans: Law firms should implement regular data backups and have a disaster recovery plan. This plan should ensure that data can be quickly restored during a breach or natural disaster. This can include backing data to an offsite location or a secure cloud storage provider.
3. Secure access control and user management: Limiting access to sensitive information to only authorized personnel can prevent unauthorized access. This can include setting up access controls, using role-based access control, and implementing user management policies.
4. Regular vulnerability assessments and security audits: Regular vulnerability assessments and security audits can help identify potential security weaknesses in the firm’s data storage and management practices. This can include penetration testing, network endpoint scans, and security assessments.

By implementing these data storage best practices, law firms can enhance the security of their data and reduce the risk of data breaches.

Compliance Requirements

Legal and regulatory compliance requirements are critical to protecting sensitive information in the legal industry. Here are some key compliance requirements that law firms should consider:

1. GDPR: The General Data Protection Regulation (GDPR) is a European Union regulation governing personal data collection, storage, and processing. Law firms that handle the personal data of EU citizens must comply with GDPR requirements. This includes obtaining consent, providing transparency in data processing, and implementing appropriate security measures.
2. HIPAA: The Health Insurance Portability and Accountability Act (HIPAA) regulates the handling of healthcare data in the US. Law firms that handle healthcare data must comply with HIPAA requirements, including implementing appropriate safeguards to protect data privacy and security.
3. CCPA: The California Consumer Privacy Act (CCPA) is a privacy law that governs the collection, storage, and processing of the personal data of California residents. Law firms that handle the personal data of California residents must comply with CCPA requirements. This includes providing transparency in data processing, offering opt-out options, and implementing appropriate security measures.

Complying with these regulations is critical for protecting sensitive information in the legal industry. Failing to comply can result in significant fines and reputational damage for the law firm. Legal technology solutions can help law firms achieve compliance with these and other regulatory requirements.

Staff Training and Awareness

Staff training and awareness are critical to a strong security posture in the legal industry. Here are some best practices for staff training and awareness:

1. Importance of training employees regularly: Law firms should provide regular training on secure communication and data storage practices. This can include training on encrypted messaging services, secure email communication, secure remote access, and password management.
2. Regular security awareness training and phishing simulations: It can help employees recognize potential security threats and take appropriate action. Phishing simulations can also help employees identify and avoid phishing attacks, a standard method attackers use to access sensitive information.
3. Developing a culture of security within the organization: Law firms should prioritize security and make it a part of their organizational culture. This can include promoting security awareness and making security a part of employee performance evaluations.

By prioritizing staff training and awareness, law firms can reduce the risk of security incidents and improve the organization’s overall security posture.

Conclusion

In conclusion, the legal industry handles significant sensitive and confidential information daily. By following the above best practices, law firms can protect their sensitive information, maintain regulatory compliance, and build a security culture within their organization. By investing in security measures and creating a safety culture, law firms can minimize the risk of data breaches and protect their client’s confidential information.

Protected Harbor is a leading technology and cybersecurity company that provides cloud-based data protection and compliance solutions for the legal industry. Our platform is designed to meet the unique needs of law firms. It can help them protect sensitive client data, maintain regulatory compliance, and reduce the risk of data breaches.

We deliver unmatched results with robust security features like secure network endpoints, threat detection and response, 99.99% uptime, and email filtering combined with years of experience. Learn how we keep your data safe, get on a call with one of our experts today.

Managing Data Security and Privacy in Cloud Computing

Cloud computing has revolutionized the way businesses operate in the modern digital age. It offers a cost-effective solution for managing data and applications, providing flexibility and scalability to meet the market’s ever-changing demands. However, significant data security and privacy concerns come with the numerous benefits of cloud computing.

Following details the security and privacy that your organization must consider.

Data Security

A primary concern that organizations face when using cloud computing is data security. Here are some of the most common issues we come in contact with:

1. Data Breaches: Cloud computing involves storing data on remote servers that can be accessed online. This makes it vulnerable to unauthorized access, hacking, and data breaches. Cybercriminals can exploit vulnerabilities in the cloud environment to gain access to sensitive data, compromising the organization’s security.
2. Data Loss or Corruption: Data stored in the cloud can be lost or corrupted due to various factors such as hardware failure, natural disasters, or human errors. This can cause significant data loss, resulting in legal and financial implications for the organization.
3. Malware and Cyber-attacks: Malware and cyber-attacks constantly threaten cloud computing environments. Cybercriminals can use various methods such as phishing, ransomware, or distributed denial-of-service (DDoS) attacks to compromise the cloud environment and steal or damage data.

Privacy Concerns

Privacy and data security concerns are critical in cloud computing. Some of the most common ones that you must address are:

1. Unauthorized Access to Sensitive Data: In the cloud environment, sensitive data such as personal information or trade secrets can be accessed by unauthorized parties. This can result in reputational damage, legal implications, and financial losses.
2. Inadequate Data Protection Policies: Cloud service providers may have different data protection policies and practices that may not align with an organization’s privacy requirements. This can lead to inadequate data protection, data misuse, or unauthorized data sharing.
3. Regulatory Compliance Issues: Organizations storing data in the cloud may be subject to regulatory compliance requirements such as GDPR, HIPAA, or CCPA. Failure to comply with these regulations can result in legal and financial implications.

Best Practices for Managing Data Security and Privacy Concerns in Cloud Computing

To effectively manage data security and privacy concerns in cloud computing, organizations should implement the following best practices:

1. Choose a Reliable Cloud Service Provider: Selecting a reputable and reliable cloud service provider is critical for ensuring the security and privacy of data stored in the cloud. Organizations should conduct due diligence to assess a cloud service provider’s security practices, certifications, and compliance with industry standards.
2. Implement Strong Data Encryption and Access Control Mechanisms: Encryption of sensitive data stored in the cloud environment is essential to prevent unauthorized access. Access control mechanisms such as multi-factor authentication and role-based access control should be implemented to control access to sensitive data.
3. Regularly Audit and Monitor the Cloud Environment: Regular audits and monitoring of the cloud environment can help identify potential security breaches and ensure compliance with regulatory requirements. Monitoring should include monitoring network traffic, user activities, and system logs.
4. Develop and Test a Disaster Recovery Plan: Organizations should develop and test a disaster recovery plan to ensure that critical data can be restored during data loss or corruption. The disaster recovery plan should include backup and recovery procedures, data replication, and testing.
5. Train Employees on Cloud Security Best Practices: Educating employees on cloud security best practices is critical to prevent data breaches caused by human error. Employees should be trained to identify and report potential security threats, use strong passwords, and avoid phishing attacks.

Compliance and Legal Considerations for Cloud Computing 

Managing data security and privacy concerns in cloud computing is critical for organizations to safeguard their sensitive data from security threats and regulatory violations. You can ensure that your data remains protected in the cloud environment by selecting the right provider and engaging some of the tools mentioned above.

Protected Harbor is a top choice in the US when selecting a cloud provider, as ranked by Goodfirms. We offer reliable and secure cloud migration services with robust encryption and access control mechanisms, comprehensive disaster recovery plans, and compliance with regulatory requirements. We have a proven track record of providing exceptional customer support and understanding our client’s needs.

If your organization is considering cloud migration services, choosing a provider you can trust with your sensitive data is important. Protected Harbor offers the security and peace of mind to confidently migrate your data to the cloud environment.

Take the first step in securing your organization’s data by contacting Protected Harbor today to learn more about their cloud migration services.

How can Schools Increase Security to Protect Private Student Records?

Schools handle numerous sensitive pieces of information about students and their families. Administrators must actively secure the data from unlawful disclosure by following laws, regulations, and ethical commitments.

The Family Educational Rights and Privacy Act (FERPA), which gives kids control over their educational data, is one of the statutes that the U.S. Department of Education is dedicated to upholding to protect students’ privacy. Schools, faculty, and employees must follow regulations governing internet safety and the protection of student data.

Data on students can easily be accessed thanks to technology. All student data must be strictly confidential to safeguard students’ rights, security, and dignity. Federal and state laws and regulations may have requirements governing the kinds of security measures that must be implemented concerning this data, but they might not list specific actions.

Unluckily, not all school districts might offer a more thorough analysis of those rules and regulations. As a result, particular precautions must be taken when protecting student data.

What is Student Data Privacy?

Student Data Privacy is a term used to describe the protection of student data, which can be anything from academic records to health information.

It aims to ensure that only authorized parties have access to student data and that it is used for the purpose for which it was collected.

State and federal governments enforce Student Data Privacy laws. The U.S. Department of Education has policies regarding student data privacy, and each state has its regulations.

Why is Student Privacy Important for Schools?

A school’s policy on student privacy should include information about what can and cannot be recorded, how often cameras will be used, and how long data will be stored. Schools should also provide students with clear information about exercising their rights under the law when school officials or third parties violate their privacy.

Students who feel their privacy has been violated should have an avenue for recourse available to them through their school’s disciplinary process.

Because there are ethical and legal limitations on the acquisition, use, distribution, and treatment of student data, protecting student privacy is crucial. Press the Tab to write more…

• Make tailored adverts or email scam contact lists.
• Find the emails and other contact details of your family members.
• Grade adjustment for a student
• View private information that should be kept confidential, including prescription medicines and learning and physical problems

Therefore, protecting student privacy is essential to averting issues like these.

7 Security Practices to Protect Private Student Records

Let’s look at some strategies schools can do to safeguard students’ privacy better.

1.    Purge Unnecessary Student Records

Purge unnecessary student records from your system so hackers cannot access these accounts. This is important because if hackers manage to break into your network and steal data from student accounts, there is no way for you to know who accessed it or for what purpose.

2.    Establish Transparency with Laws and Guidelines

Another thing that schools can do is establish transparency with laws and guidelines. These rules vary from state to state but often include policies for how long students’ records can be kept and what they can be used for after graduating high school or moving away from their home state.

This type of transparency will help ensure that students’ rights are being protected and help clarify terminology when discussing matters with parents or teachers.

3.    Choose Who can Access the Data

Yes, in daily life, your data must be protected, but what would happen if you had an electrical problem, perhaps in the thick of an emergency? Do you have access to the files and registers of every student?

You can purchase an Uninterrupted Power Supply (UPS) unit, allowing you to continue working or accessing your files while on the premises. Alternatively, you might want to think about how to go outside the building to access your records.

4.    Encrypt Data

Likely, schools will still need to keep some sensitive information about children and their parents after completing minimization and cleansing efforts. Careful security should be maintained for those records using a combination of technical and administrative safeguards.

Adopting robust encryption technology to safeguard the information that is either at rest saved on a server or device or in transit, being transferred over a network, is the most significant technical control schools can apply to information. Schools should recognize equipment that houses sensitive data and implement encryption at the file and disc levels.

5.    Train Your Staff

Accessing student data comes with much responsibility. A school system cannot rely on the fact that staff workers always know how to handle this information in specific ways. Employees must understand how to access information safely, how to use a breach reporting system, and what to do in the event of a breach.

6.    Carefully Manage Data

You ought to be aware of the information that each individual or company has access to. If you handle the data correctly, you can ensure that it is treated correctly. Publishers of textbooks, for instance, do not require student addresses or phone numbers.

The precise forms of data that are required must be synchronized. Automated bi-directional data sharing is necessary for many contemporary learning management systems and can give you finer control over the data you send.

7.    Create a Student Data Policy

Make a plan to regularly assess the organization’s data privacy requirements since data privacy is a never-ending process. Make sure the schedule is consistently updated. Learn the fundamentals of the data gathering, storage, and sharing procedures used by your company first.

Create procedures for handling any data produced by the Internet of Things gadgets. There are more gadgets, which means there are more online targets. Preventive actions can be helpful, such as limiting bandwidth access and ensuring that devices are correctly patched and segmented.

Conclusion

Schools must use discretion and prudence to prevent inappropriate use of student and family information. Several basic security procedures can help educational institutions maintain public trust.

As such, a college or university must follow specific federal and state laws when handling student information. However, these laws can be tricky, especially when sensitively handling student information. For instance, a school may be required to follow specific privacy laws like the Family Educational Rights and Privacy Act (FERPA) when handling student information. However, there are particular ways you can work with a school to help ensure that their student information is dealt with in a manner that complies with FERPA laws. One way to do this is to work with a cybersecurity provider expert to protect student records.

Employing a professional IT solution, such as Protected Harbor, is the best way to handle your data digitally, monitor it, and safeguard student privacy. Rated by Goodfirms as the top cybersecurity and cloud service providers in the US, we have been protecting data for all industries, including schools, for the last two decades.

From anti-malware protection, ransomware protection, and identity and access management to threat detection and response, we have you covered. Our 24×7 tech team and proactive monitoring redefine security. Contact us today to get a free cybersecurity audit.

The Power of Multi-factor Authentication

Today’s cyber threat landscape is more complex than ever before. New threats are discovered practically every day, and hackers are finding new ways to exploit those threats on an almost daily basis. This means businesses need to be more vigilant about the security of their networks, devices, and user accounts. Every organization should implement multi-factor authentication (MFA) as a strong and consistent security policy.

MFA strengthens your user account security by requiring users to verify their identity in addition to simply providing a username and password. There are many types of multi-factor authentication, but most involve something you know (like a username and password), something you have (such as an access code sent via text message), or something you are (such as a biometric identifier such as a fingerprint or facial recognition).

Download our infographic Security: The Power of Multi-factor Authentication to understand MFA in detail.

What is Multi-factor Authentication?

Multi-factor authentication, or MFA, is an access control method used to verify a person’s identity attempting to log on to a computer system or website by combining two or more authentication factors. For example, logging in with a username and password is a single-factor authentication because only one piece of information is verified to be accurate. In contrast, logging in with a username, password, and a code sent to a smartphone via an app is multi-factor authentication because multiple verification methods are used. Multi-factor authentication is a security method that requires users to provide two or more pieces of proof that they are whom they say they are before being granted access to a secured system or resource.

Types of Multi-factor Authentication

One of three additional forms of information serves as the foundation for most MFA authentication methods:

1. Things you know (knowledge)- A passphrase, PIN, or password.
2. Things you have (possession)- A timely, individual verification code. Typically, a mobile app or security token will produce these authentication tokens and send them to you through text message.
3. Things you are (inherence)- These are biometrically a part of you, such as a speech pattern, iris scan, or fingerprint.

MFA Examples

Using a combination of these components to authenticate is an example of multi-factor authentication.

1. Knowledge

• Personal security questions and answers
  
• Password
• OTPs (Can be both Knowledge and Possession – You know the OTP, and you have to have something in your Possession to get it, like your phone)

2. Possession

• OTPs created by mobile apps
• OTPs transmitted by text or email
• Smart Cards, USB devices, key fobs, and access badges
• Software certificates and tokens

3. Inherence

• Voice, voice recognition, eye or retina scanning, or other biometrics such as fingerprints
• Behavior analysis

Conclusion

MFA is an essential part of any security strategy. While protecting online accounts, your computer, or other devices, utilizing MFA is a great way to protect against hackers and malicious threats. With MFA in place, hackers will have a more challenging time accessing your accounts and will have to employ more sophisticated methods to crack your passwords. Implementing MFA isn’t always easy, but it’s worth the effort.

Protected Harbor experts say MFA is a must. The company has been in the business for over a decade and is among the top cybersecurity providers in the US. It has been keeping pace with the latest technological advancements to provide top-notch cybersecurity solutions to its clients. With our cybersecurity month discussing safety measures against

It is easy to implement and can be activated for an account. You can keep your data safer and much more secure with just a few clicks. Download our infographic to learn how to implement MFA and secure your data. Contact us today for a free cybersecurity audit.

Should I Allow a VPN? (NO!)- How do I Send Data Privately?

Do you have sensitive data that you need to send over through email? If so, are you taking the proper security measures when sending them? If you need to exchange files and documents with others online, you want to be able to do so as quickly, securely, and painlessly as possible.

When it comes to sending data privately, you have a few options. The primary way that people do this nowadays is by using a Virtual Private Network (VPN).

According to SurfShark’s data on internet users, VPN usage has been rising gradually worldwide, particularly since the widespread use of smartphones and the rise in certain online activities like business transactions and remote work.

However, some significant drawbacks of VPNs and other methods can cause people to stop using them.

Should You Allow VPN to Transfer Files Securely?

The answer is probably not if you’re using a VPN and want to transfer files from your phone or computer.

Here are some reasons why VPNs aren’t always secure:

• They can’t create or enforce policies that protect credentials: For example, if you use your Netflix account with a VPN, it might be easier for hackers to steal your login information.
• Lack of accountability: Since VPNs hide IP addresses and locations, it’s hard to know who is behind a particular connection. This makes it harder for law enforcement agencies to track down criminals who use them for illegal activities.
• VPN isn’t legal in all countries: Some countries ban VPN use altogether, while others require users to register with the state before operating.
• No Hacker Protection: It is only a tool that makes your online activity more anonymous and secure. The fact that it hides your IP address and location shows that it has some level of encryption, but it doesn’t mean that your data is encrypted.
• You may experience connection breaks: VPNs can cause connection errors or disconnections, which means your data could be at risk of being intercepted by someone else. You could get kicked out of the VPN for no reason or lose access to your favorite websites if the VPN provider goes out of business.

So, if you want to get work done on your computer while connected to a VPN, don’t do it — even if it’s only for a few minutes. If someone compromises your connection, they can see everything you do online and steal any passwords you use in their system.

How do I Send Data Privately?

Consider these tips for sending data safely:

1.    Only Receive Data Transfer from Trusted Sources

You need to use a trusted source to send and receive data privately. If your device has access to the Internet, it can be compromised by malicious software or hackers.

If a hacker gains control of your computer, they can steal the sensitive information on your device and use it to commit identity theft. A good solution is only to use trusted cloud storage and file-sharing services that work with your operating system.

2.    Install Firewall, Antivirus, and Anti-Malware Programs

Firewalls block incoming connections and prevent unknown programs from accessing your computer. The best way to protect yourself from computer viruses is to use a firewall. You can also set up a parental control feature on your computer that blocks access to adult sites and websites with inappropriate content.

3.    Use Trusted Cloud Storage and File Sharing Services

For this purpose, you can also use trusted cloud storage services like Dropbox or Google Drive. These services provide end-to-end encryption for all files uploaded through their servers so that only the person who uploaded them can access them. This is much more secure than sharing folders or other cloud storage services that might allow anyone on the Internet to access your files anytime because those sources are not encrypted!

4.    Encrypt Your Files Before Transferring Them to Other Devices

Before sending any sensitive data files, such as financial information or social security numbers, outside your organization, consider encrypting them using file encryption. File encryption is a method used by many organizations to protect sensitive data files like financial documents and social security numbers from being accessed by unauthorized users.

When encrypted, these files cannot be accessed by anyone other than the person who created them or has physical access to the device that was created (e.g., a USB flash drive). This prevents outsiders from seeing or accessing these files, which could cause significant problems if they become compromised or stolen by someone else.

5.    After Transferring, Turn Off the Wireless Connection

If you have a wireless network, it’s possible that your transfer could be interrupted by someone else who is using the same network. Turning off your wireless connection immediately after the transfer is complete will prevent anyone else from stealing your information.

If you’re using a wired connection instead of a wireless one, anyone who manages to tap into the line between you and your computer will be able to steal any data sent over it. The easiest way to avoid this is to use a password when logging into any servers that might contain sensitive information.

6.    Use Open-Source OS to Transfer Data Safely Using Physical Media

Using an open-source OS, like Linux, can be very helpful in reducing the danger of transmitting malware into your computer when transferring sensitive and crucial data between devices, such as when using a USB stick or other physical media.

This is because most viruses and malware cannot be executed on your machine. After all, the open-source OS prevents them from doing so. Before the transfer procedure, the harmful files will go inactive, and you can quickly delete them.

Final Words

There are numerous reasons to use a VPN service, but the pros do not necessarily outweigh the cons. If you value privacy, there is no reason to let a Virtual Private Network or any other service send your data through an unencrypted channel. It’s better not to use a VPN and to switch to other secure sources to transmit data effectively and privately.

Other options are available such as Google Drive and Cloud services, they are just as easy to use and have better outcomes.

Protected Harbor data protection service secures data and sends it privately, so your data remains, well, private. It offers a security-first approach to data transfer, making it the best option for enterprises to transfer their sensitive data.

This service secures your network endpoints plus keeps your data secure by encrypting it before it ever leaves your network. Finally, it meets the standards for compliance with regulations like GDPR. It’s a secure and easy-to-use service that can be implemented quickly with a simple click-to-send button.

Moreover, it permits only authorized personnel to access the data, which is critical for enterprises. If you are looking for a best-in-class cloud solution, choose a trusted service like Protected Harbor.

Consult with our data security expert today to learn how we keep your data safe.