What Law Firms Need to Know About Technology, Security and Professional Obligations Before Something Goes Wrong
Client confidences live in your systems. Case strategy sits in your email. Financial records, employment matters, healthcare litigation and merger negotiations all depend on technology your firm may not have seriously evaluated in years.
For law firms ranging from a 10-person boutique to a 75-attorney regional practice, IT has moved well past back-office infrastructure. Technology now plays an important role in professional responsibility, cybersecurity and risk management.
Too many professional services firms still handle IT the old way: call someone when something breaks, hope nothing sensitive was exposed, then move on.
That must change.
Why Are Law Firms Targeted by Cyberattacks?
Think about the data your systems hold. Merger negotiations. Litigation strategy. Estate plans. Employment disputes. Medical records. This information has significant value, which makes law firms attractive targets for cybercriminals.
Small and mid-sized firms are not immune. In fact, firms with outdated security protections, limited internal IT resources or weak access controls can leave valuable information exposed.
As a result, firms need to think beyond simply fixing technology when it breaks. They also need to understand how their systems protect client information and support their professional obligations.
What Are a Law Firm’s Technology and Security Obligations?
ABA Model Rule 1.6 requires attorneys to make reasonable efforts to prevent unauthorized access to or disclosure of client information.
However, reasonable security is not something a firm can address once and forget. Technology changes. Threats evolve. Therefore, firms need to periodically reevaluate whether their safeguards still match the risks they face.
Your IT infrastructure, vendor relationships, employee access controls and backup systems can all affect how well your firm protects sensitive information.
Managed IT services can help create a more structured and documented approach to those systems. For example, firms can maintain records of security controls, system maintenance, backups and other technology practices instead of relying on an informal break-fix approach.
What Compliance Requirements Can Affect Law Firms?
Bar rules are only one part of the picture. Depending on your practice areas, clients and the information your firm handles, additional requirements may apply.
HIPAA
Law firms that perform certain services for healthcare organizations or other covered entities may qualify as business associates under HIPAA.
When HIPAA applies, firms may have specific responsibilities for protecting health information. Those responsibilities can directly affect how the firm stores, transmits and secures data.
State Privacy Laws
Privacy requirements continue to evolve across the United States. In addition, firms working with clients or individuals in other jurisdictions may need to consider requirements beyond those of their home state.
Therefore, firms should work with appropriate legal or privacy counsel to determine which requirements apply to their particular operations and data.
Cyber Insurance
Cyber insurers may also evaluate a firm’s security controls when determining coverage, terms and pricing.
Depending on the insurer and policy, the application or renewal process may ask about controls such as multi-factor authentication, endpoint protection, backup procedures and employee security training.
Consequently, firms need to understand not only which controls they have, but also how they document them.
What Should a Law Firm’s IT Environment Include?
Generic IT guidance doesn’t always match what a law firm needs. A properly structured environment should account for mobility, sensitive client information, business continuity and the firm’s professional responsibilities.
Secure Remote Access
Attorneys work from courthouses, client offices, hotels and home. Therefore, firms need to protect remote access with appropriate security controls and clear policies.
Those policies should define which devices can connect to firm systems and under what conditions. The firm should also establish appropriate controls for remote access based on its environment.
Email Security
Email remains an important attack vector because phishing and impersonation attempts can target attorneys and staff directly.
For that reason, firms should consider layered email protections such as spam filtering, malicious attachment protection, link scanning and impersonation detection.
Multi-Factor Authentication
Multi-factor authentication adds another layer of protection when credentials become compromised.
Firms should use MFA for critical systems wherever supported, including email, practice management platforms, document management systems and remote access.
Access Controls
Not everyone in your firm needs access to everything.
Role-based access controls can limit employees to the systems and information they need for their jobs. In addition, firms should regularly review access and remove permissions when responsibilities change or employees leave.
Backup and Disaster Recovery
Ransomware, hardware failures and other disruptions can make firm data temporarily or permanently unavailable.
A tested recovery plan with appropriate offsite or cloud-based backups can help reduce the impact of an incident. More importantly, firms should regularly verify their backups and test whether they can restore critical systems within an acceptable timeframe.
Patch Management
Attackers frequently exploit known software vulnerabilities. Therefore, firms need a consistent process for applying security patches and software updates.
A managed IT provider can help manage that process on a regular, documented schedule. As a result, staff members do not have to manage every update themselves.
Endpoint Protection
Every device that accesses firm data creates another potential point of entry.
Modern endpoint security tools can monitor activity, identify suspicious behavior and help security teams respond to compromised devices. However, endpoint protection works best as one layer within a broader cybersecurity strategy.
See all of Invision’s cybersecurity services.
In-House IT vs. Managed IT Services for Law Firms
For firms in the 10-to-75 attorney range, hiring a full-time senior IT professional may not make sense for every organization.
The role can require expertise across cybersecurity, networking, cloud platforms, business continuity and day-to-day support. Finding all of those skills in one person can also be challenging.
Learn more about our service pricing model.
Managed IT gives firms access to a broader team of technology professionals for a predictable monthly cost. For firms that already have an office manager or internal employee handling basic technology needs, managed IT can also provide additional expertise for more complex issues.
A More Proactive Approach to IT
Managed IT focuses on maintaining systems rather than simply responding after something breaks.
For example, an IT team can monitor systems, manage patches, maintain backups and address developing issues. This approach can help identify some problems earlier and reduce the risk of avoidable disruptions.
In addition, when an issue does occur, an established IT partner already understands the firm’s technology environment. That familiarity can make troubleshooting and recovery more efficient.
Six IT Security Questions Every Law Firm Should Be Able to Answer
If you’re uncertain where your firm stands, start by answering these questions:
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When did someone last audit who has access to which systems and data? Did your firm revoke access when necessary?
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What is the documented procedure when an employee laptop is lost or stolen?
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Have you tested your backups? Do you know how long a full recovery takes?
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Does your firm have a written incident response plan, or will you have to create a response during an incident?
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Can you document that MFA protects your critical firm systems?
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When did your staff last complete security awareness training, and does your firm maintain a record of it?
If several of these questions don’t have clear answers, they can provide a useful starting point for evaluating your IT environment.
Why Does Local IT Support Matter for Kansas City Law Firms?
National IT providers can offer scale. However, Kansas City firms may also value access to a local team that can provide on-site assistance when necessary.
For Kansas City-area firms, a local managed IT partner can provide on-site support when needed, familiarity with your specific environment and direct relationships with people who know your firm.
Invision has supported Kansas City businesses since 2001. We help professional services firms evaluate their IT environments, identify technology and security gaps and develop practical plans for addressing them.
Ultimately, your firm’s technology should support both daily operations and the responsibility you have to protect sensitive information.
Get in touch and let’s have a conversation about your firm’s IT environment, potential vulnerabilities and the steps you can take to strengthen it.