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Law Firms & Cloud Data Storage (2019 Best Practice Guide)

How Can Your New Orleans Law Firm Store Confidential Information Safely In The Cloud?

From accounting and engineering businesses, to construction companies and law firms, the Cloud has now been accepted and is used daily. In spite of this many often ask: “Is the Cloud safe for our confidential information?

The simple answer is this: The Cloud is as safe as you make it. However, it might not be if you’re using easy-to-guess passwords or if you use the same passwords across various accounts.

Regardless of the technology that comes along over the next few years, the way to safely store confidential documents won’t change. It requires some effort by you and your employees, and a bit of common sense. The human factor is still the biggest risk factor in most equations.

Cloud Storage For Law Firms

If you and your employees follow a few simple steps, you can ensure that your confidential information remains safe whether it’s on your own servers or in the Cloud:

  1. Create unique, hard-to-guess passwords. A password manager is an excellent tool for this. Consumer Reports states that security experts recommend password managers because you can create long, complex passwords and store them safely. And you only need to remember one password.
  2. Restrict who has access to what information. There’s no reason for a receptionist to have access to client files. Many other employees at your business don’t need access to certain documents, so don’t give it to them. The fewer people who can access your critical data, the lower your risks.
  3. Do you have a reliable IT services provider who understands the IT security and compliance issues you face? You should. Managed IT Services for an affordable monthly fee can keep your data safe, backed up and recoverable.

Encryption Services & Law Firms

Encryption is a great way to protect data, and it should be used on your confidential data and emails as well. It uses an algorithm to encode information; only authorized users hold the key to decrypt the files.

Even if cyber thieves intercept your data, they won’t be able to read it. Cloud storage encryption ensures that documents are safely stored. This is especially important for industries like accounting and law that are heavily regulated. By applying encryption and practicing secure encryption key management, your IT service company can ensure that only authorized users have access to your sensitive data.

Best Practices For Data Encryption

Secure encryption key management is essential. And if you follow a few best practices for key encryption, you can rest assured that your data will be safe:

  • Encryption key backups should be kept offsite and audited regularly.
  • Encryption keys should be stored separately from the encrypted data for added security.
  • Implement multi-factor authentication for both the master and recovery keys.
  • Periodically refresh encryption keys, especially when they are set to expire automatically.

Some security experts believe that authenticated encryption is the best method for cloud storage because it not only encrypts the files but additional metadata. Encryption authentication prevents attackers from getting your encryption key by using digital signatures. An authority must confirm that the signature and key are authentic, providing an additional layer of security for your documents and data.

Choose An IT Service Company That’s Skilled In The Cloud & Encryption

Since so much of what you do each day involves your IT infrastructure, it’s essential to have an IT Service Company that’s skilled, experienced and knowledgeable when it comes to cloud services. Encryption keys can be kept by your cloud service provider or with blind cloud storage, so your IT service provider won’t have visibility into the data being stored.

Though there are a few challenges when it comes to encrypting data for the Cloud, it’s still the safest way to protect sensitive data. In fact, industry and government regulations require that certain industries take these extra precautions.

Stay Up-To-Data On The Facts About Cybercrime

These days, it’s more important than ever to educate yourself and your employees about cybercrime. This is a growing menace, and it’s occurring all over the world. When you’re educated, there are things you can do to protect your business when using the Cloud.

Ask your IT Service Company to train your employees regularly so they’ll know how to recognize phishing attacks. You and your staff should be aware of the latest cyberattacks. Knowledge is still power. BIOS Technologies has a full suite of network security services that can help you build an impenetrable fortress of security around your business.

Contact Your New Orleans Law Firm Tech Company

Learn more about how BIOS Technologies in Metairie, Louisiana can help you use Cloud Services to safely store and protect your data, please contact us.

In the meantime, if you liked this article, we have others that you’ll find helpful. Some can also keep your employees up-to-date about cloud security. Check out our Blog. Here are some examples of what you’ll find:

3 Easy Steps To Secure Word Documents With A Password

10 Tips To Guard Against SamSam Ransomware

Why Business Must Have A Security Focused IT Consulting Company

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