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Remote working can be the ultimate test of your organisation’s IT capabilities – but if you have an effective, integrated cloud-based system in place then you shouldn’t see much difference in terms of accessing your systems from home.
While you may feel confident about communicating with your team from a remote location, you might be wondering how secure your system is when it comes to sharing confidential client data – something that’s easy to take for granted in a fully staffed and secure office. Some IT solutions are more cyber secure than others, while alarming stories of data hacks and online security breaches have become increasingly common.
In this article, we offer some reassuring advice about handling client data securely when working from home.
Email is not your friend
Yes, email is a fantastic solution that has revolutionised how we do business – but it is not the ideal way to send confidential information.
Let us count the many ways in which email could wrongfoot you:
- You could accidentally send it to the wrong person – oops!
- Someone else could forward the email without your – or your client’s – permission.
- Your email account is one of the easiest things to hack.
- Lost your phone? If you have work emails on there, who knows how many people could see them?
This list could go on, but suffice to say, email should not be trusted to safeguard confidential data of any kind.
Avoid consumer file-sharing services
Filing your clients’ data in the same place that you file your notes about renovating your house sounds like a recipe for disaster – and it is. While consumer file-sharing services such as Dropbox are useful for saving non-confidential, personal information, they don’t carry the level of enterprise-grade security that you need to truly protect your data. If you’re sending out links to a range of different people to access different files, you can quickly compromise your data security.
Also make sure you read the Terms and Conditions of such services before you do use them. You may be surprised to see who owns the data you store on there. Here's a hint... it won't always be you.
Always use cyber-secure software to share confidential data
Cloud-based technologies make working from home easy and hassle-free, but you need to have the right level of security in place whenever you use, save and share confidential information. Always look for ISO 27001 accredited services that provide a full range of cyber security measures to safeguard your clients’ data, and include the latest anti-spam, anti-phishing, anti-virus and anti-spyware software.
Web-based practice management software, such as DPS Software’s Spitfire solution, enables you to connect across your legal practice, integrate with services such as Office 365 and G Suite, and access case files at the touch of a button from wherever you are. With all systems hosted in the cloud, you simply need a reliable internet connection to be able to work as efficiently as usual and collaborate with clients as effectively at home as you can in the office. And because all DPS Software solutions include up-to-date cyber security features that comply with the highest standards, you can feel confident when sharing files with your colleagues and clients.
Want to know more about protecting your clients’ data?
Cyber security is a big topic. If you want to find out more about data protection and how to protect your clients’ data, the UK government and the Information Commissioner’s Office may have the answers to your questions.
DPS Software provides secure legal software to private law firms, public sector legal departments and in-house legal teams, all of which is securely and remotely accessible through the cloud. If you’re worried that your current legal software is not up to scratch, or you’d like to find out more about our ISO 27001 accredited software, contact us today.