Law firms handle sensitive client information daily, with risks varying by practice area. As Chad Muckenfuss, a Solutions Engineer with nearly 20 years of experience, explains: “The threat landscape differs by what type of law is being practiced. But all of the client’s information, regardless of the practice area, is affected. Law firms that practice in and around financial obviously have a fiduciary responsibility to protect financial information that is very private to their clients. On the flip side, anybody practicing law in and around medical, their client’s medical records, and just general information around their clients, all of that can be impacted by either a data breach or data loss.” The threats are real and growing, making robust cybersecurity no longer optional.
To help law firms navigate this complex landscape, Billy Talley of Talley Technology and Chad Muckenfuss, a Telarus Solutions Engineer recently discussed the five cybersecurity essentials every law firm should implement. That conversation is now available on our YouTube channel.
1. Email Security: Safeguarding Client Communications
Email is the primary communication channel between lawyers and clients. Therefore, it’s a prime target for cybercriminals. Chad emphasizes the importance of email encryption to protect sensitive information shared via email.
“Email encryption allows only the intended parties to view the information using specific encryption keys,” Chad explains. “This prevents unauthorized access, even if emails are intercepted during transmission.”
Several email encryption solutions are available for law firms:
- Zix
- Mimecast
- Proofpoint
- Barracuda
Email encryption is a proactive step in preventing data breaches and maintaining client confidentiality
2. Multi-Factor Authentication: Strengthening Access Control
With the rise of remote and hybrid work environments, multi-factor authentication (MFA) has become increasingly important for law firms. MFA adds an extra layer of security. This extra layer makes it harder for unauthorized users to access sensitive information.
Chad highlights the evolution of MFA: “Traditional MFA methods like text message codes are being supplemented or replaced by biometric solutions. These include facial recognition, typing cadence analysis, and other unique identifiers.”
Some benefits of implementing MFA in law firms include:
- Reduced risk of unauthorized access
- Enhanced protection for remote workers using public Wi-Fi
- Improved compliance with data protection regulations
Chad recommends starting MFA implementation with key personnel, such as lawyers and partners, before expanding to all staff members
3. Desktop Security: Protecting Endpoints in a Hybrid Work Environment
As law firms adopt hybrid work models, securing individual devices becomes more challenging. Chad emphasizes the importance of endpoint detection and response (EDR) solutions to protect legal professionals’ laptops, tablets, and smartphones.
“EDR solutions monitor devices for potential threats, such as viruses or malware,” Chad explains. “They can also isolate infected devices from the network to prevent the spread of threats.”
Chad recommends managed detection and response (MDR) services for more comprehensive protection. These services monitor not just individual devices but the entire network, including:
- Network switches
- Wi-Fi access points
- Routers
- VPN traffic
MDR services provide ongoing monitoring and rapid response to potential security threats, offering law firms peace of mind in an increasingly complex digital landscape.
4. Backups and Ensuring Business Continuity
Data loss can put a law firm out of business. That’s why having a robust backup and recovery system is essential. Chad points out a common misconception about cloud storage solutions like Microsoft 365:
“Many law firms assume that Microsoft 365 provides comprehensive backups. In reality, it only offers retention policies. To truly protect your data, you need a third-party backup solution.”
Chad recommends using dedicated backup services that can:
- Create clean, off-site copies of all data
- Enable quick restoration of data if necessary
- Backup cloud-based applications and data, not just on-premises systems
Implementing a comprehensive backup and recovery plan can minimize downtime and data loss in case of a security incident or system failure.
5. Mobility and Device Management: Securing BYOD in Legal Practice
Bring-your-own-device (BYOD) introduces new security challenges. Personal devices used for work can expose sensitive client information to risks.
Chad recommends implementing mobile device management (MDM) solutions to address these concerns. MDM software allows law firms to:
- Protect company data on personal devices without affecting personal information
- Remotely remove corporate data from lost or stolen devices
- Enforce security policies on all devices accessing firm resources
“It’s crucial to have a written BYOD policy,” Chad advises. “This policy should outline the firm’s expectations and the employee’s responsibilities when using personal devices for work.”
By implementing these five cybersecurity essentials, law firms can better protect their clients’ sensitive information. Cybersecurity is an ongoing process. Regular employee training is crucial. Staying informed about emerging threats is also crucial to maintaining a strong security stance.
FAQ (Frequently Asked Questions)
How can I protect my clients’ information and recover from ransomware attacks?
Use third-party cloud backup solutions to create secure, off-site copies of all client data. In the event of a ransomware attack, you can wipe affected systems clean and restore from these backups, minimizing data loss and downtime.
What steps can I take today to start securing my law firm?
Begin by assessing your current security measures against the five essentials discussed: email security, multi-factor authentication, desktop security, backups and recovery, and mobile device management. Identify gaps in your current setup and prioritize addressing them. Start with menting email encryption and multi-factor authentication, as these can significantly enhance your security posture relatively quickly.
How can I keep my email account from being hacked and misused?
Beyond email encryption, implement strong anti-phishing measures. Such measures include regular employee training on recognizing phishing attempts, using email filters to catch suspicious messages, and encouraging a culture of verifying unusual requests. Additionally, enable MFA on email accounts to prevent unauthorized access even if passwords are compromised.
Is it necessary to hire a dedicated IT security team for my law firm?
Larger firms might benefit from a dedicated security team. Many SMB law firms, however, can effectively manage their cybersecurity needs through partnerships with managed service providers (MSPs). These providers can offer comprehensive security solutions tailored to your firm’s needs and budget.
How often should we conduct cybersecurity training for our staff?
Here are some best practices:
- Conduct comprehensive training sessions for new employees.
- Conduct quarterly refresher courses for existing staff.
- Monthly security tips or updates to keep cybersecurity top-of-mind for all employees.
- Regular phishing simulations can also help reinforce good security practices.
Need help getting started? Talley Technology is here to help your law firm implement or improve cybersecurity in your organization. Contact us, and we’ll help you handle these five cybersecurity essentials.