When you communicate with a client by email, SMS text message, through internet based messenger apps, by cell phone, through a VoIP phone system, or by video conferencing, your communication passes through the Internet – a public network made up of many different devices controlled by many different companies and organizations.[1] Using a public network increases the risk that a third party can access your communications since you don’t have the ability to ensure how your data is secured on each computer it passes through.[1]
Because attorney communications with clients are confidential, it is important that your firm take measures to reduce a third party’s ability to access them. Here are some basic steps your law firm can take to secure your electronic communications[1][2]:
- Make sure all computer and cell phone anti-virus and malware software is up-to-date
- Make sure your WiFi router is free from malware
- Use reputable electronic communication services
- Keep all software and apps up-to-date
- Identify and avoid phishing attacks
- Use a reputable VPN if you are going to use public WiFi
- Store your passwords in a reputable password manager rather than in your web browser
- Configure all email, phone, text messaging, and video conferencing accounts with two-factor authentication whenever possible
- Encrypt emails containing confidential information, PHI, or PII
- Use other means to share files when they are too big to be attached to an email, or if you don’t have the ability to encrypt your emails
- Set up account alerts on all electronic communication accounts to let you know when someone accesses your account, when a password or username is changed, etc.
- Require all attorneys and staff to follow these steps
- Recommend that clients follow these steps as well
References
1. Keep your digital communication private
2. What is Email Security? Data Protection 101