It is important to protect all of your documentation and computer systems to ensure that your clients’ personal information and case files are not compromised. These protective measures are common knowledge: use locking filing cabinets and storage systems for hard copy documents and use password protection for computers and laptops in your office. There are many types of client communications to consider though: phone calls, emails and letters are just a few. Though these pieces of information may not be official documents or part of an official case file, it is still imperative to secure these communications.
When the security of client communications is breached, the trust that your current and potential clients have in your firm is also breached. You can lose clients and cases, causing your bottom line to suffer. If the incident makes it to the media, even your local paper, your firm’s reputation can be irreparably damaged. By taking the proper steps to secure client communications, you can avoid a loss of trust.
Client confidentiality is a key aspect of any service business, especially those in the legal field where client confidentiality is legally required. Keeping your client’s information secure has a direct impact on your ability to successfully provide legal services to them. If sensitive information were compromised, you could find yourself at a disadvantage during negotiations or in the courtroom.
Local, state and federal rules and regulations govern the security of client communications. By taking the proper steps to keep these communications secure, you will stay in compliance with these laws. Following these regulations and keeping client communications secured will help you avoid sanctions, fines and fees.
* Use a legal case management cloud hosting service with bank-grade security;
* Provide a secure site for online client communication instead of email;
* Secure computers with strong passwords;
* Keep unauthorized personnel from entering areas where records are kept in your offices;
* Keep hard-copy emails and phone message slips locked in file cabinets with other sensitive records.
Keeping your client communications secure protects your clients and your firm. It is important to take every step possible to accomplish this. Many firms, especially small ones, can’t handle most of the tasks involved with security and keeping information systems secure due to lack of expertise in the area. Using case management solutions with security features built in, you can be sure that your information is properly secured, and you and your clients are protected from any breach of sensitive information.