Why Storing Your Data in Web-based Platforms is More Secure Than Physical Alternatives

published on Cloud technology, Cybersecurity

While cybercriminals are grabbing all the front-page headlines, the easiest way to jeopardize the security of your organization’s sensitive data is simply by being careless (have you ever lost your laptop or mobile phone in a public place?). Leveraging web-based systems to store your organization’s legal facts can eliminate much of the risk associated with traditional IT infrastructure and provides other basic safeguards.

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Web-Based Providers Put More Emphasis on Security:

A survey by the American Bar Association, of law firms with at least 100 attorneys revealed that nearly half of them reported that their firm has no response plan in place if a data breach occurs, and 80 percent said they were unsure if their firm had cyber-liability insurance. The results from the survey suggest that security is not a high priority for most attorneys, and therefore for most law firms.

On the contrary, for legal software providers, such as Legisway, security is of the highest priority because they are constantly having to debunk myths that web-based platforms are not as secure as physical alternatives and because data breaches can be disastrous for organizations. Therefore, storing your data in web-based platforms means outsourcing security to the experts. In other words, cloud providers often invest more time, effort and expertise into securing their infrastructures because their reputations depend on their ability to protect data.

Take the following real-life situations into account: imagine that you are working on a case, and an external party has asked to view the records. They are clueless about how sharing data through web-based platforms, and there are hundreds of pages to review so they request that documents be placed on a flash drive and mailed to them. In fact, the flash drive is probably the least secure method of transmitting documents. Even if the documents were printed out and stored in a filing cabinet you would always know where they were. After the third party reviews the files, they put the flash drive in a drawer or transfer the files to their computer at home. This means you now have rogue copies of documents that are beyond your control, but you are responsible if the documents fall into the wrong hands. If the documents were stored in the cloud, it would be possible to set permissions for who can view the documents.

Here’s another familiar example: a former employee who saved a bunch of documents on to their personal computer because they worked from home occasionally. That employee has since left your organization but they have the documents saved on their computer. You have no control over what happens to those documents, and if they get destroyed at all.

What to Look for in a Web-Based Provider:

Among other things, in-house lawyers seeking cloud-based tools to manage their legal facts should be sure to investigate their credentials, performance, and security standards. Here are some important features that Legisway has:

Two-factor authentication: This means that no one can log into your account with your user name, password and cell phone. When you try to log in from a new computer, you receive a code by text that you have to enter for additional security.

Audit log: Legisway provides a full audit log of modifications are made to data stored in the platform. For example, you can see the date a document was uploaded or changed, and who is responsible.

Role-based access control: Legisway has a rights structure that allows you to select who can read, create, and delete documents. For instance, if there are confidential documents you can select certain people that are allowed to have access to these documents.

Backend improvements: the R&D team at Legisway regularly makes security updates several times a year. Security threats involve, and so should software providers.

Worldwide access: Access your data securely anywhere in the world, as long as you have an Internet connection.

Takeaway:

If your organization is considering adopting web-based legal management software a good test is to ask whether you can answer questions about the current state of your data. Do you know where it is stored right now? Who has permission to view it? Do you know how long it would take to retrieve your data and through what channels? If you don’t have the answers, it’s time to let software providers worry about the answers for you so you can focus on your strategic priorities.