What online document storage is secure enough for law firms?

CosmoLex Team

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Online Document Storage

With more lawyers working from home than ever before, firms are increasingly relying on online document storage as part of their shift to remote working. Yet law firms generate documents that have greater security requirements than, say, photos of your dog. So, what should you look for in a document management and storage platform?

Integration

Programs that work with dedicated document storage tools give a great leg up in security.[1] Because the companies that run these tools have cybersecurity experts on their teams, they can be better prepared to defend against phishing and hackers than many individual computer security systems. Some examples of reputable companies are:

  • Dropbox
  • Box
  • OneDrive
  • Google Drive
  • NetDocuments

Storage with your practice management software

Another great option is to take advantage of native storage options with your practice management software. Again, these systems have been built to withstand hacking attempts, and the more tailored to lawyer-specific concerns, the better. If you do go this route, be sure your program offers the following features.

Link to client matter

Not only does linking documents to a client matter make them easier to retrieve, this kind of file organization also helps you stay compliant by keeping a clear paper trail.

Specific permissions

A huge advantage of digitized files is the ability to control access. Specific permissions to access documents keep them secure and ensure you’re following proper protocols for sensitive information. And you can’t lose digital documents the way you can paper files, especially when they’re backed up with a cloud-based tool.[2]

Integrated with the rest of your practice management system

Integration streamlines and reduces chances for error. If your documents are aligned with your billing, calendar, and workflows, your paperwork will have more consistency. Not only is this good for compliance, but it also promises you less headaches and wasted time.

A cloud-based tool is a step in the right direction, but make sure your document security is dialed by using a reputable host, a clear and compliant retrieval system, specific permissions for document access, and integration with your practice management system for better organization.


References

1. Dropbox for Lawyers and Law Firms: the User Guide
2. The Benefits of a Document Management System in the Cloud

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