Law firms are moving to the cloud, and one of the main questions that keep popping up is about security. Some experts might say it is important to keep a private network, while others suggest a hybrid infrastructure. Service providers offer cloud services for small businesses and some specialize in security for law firms. Lawyers not only have access to very personal data about their clients, but to court records, business records, and virtually every important piece of information. Data loss, hackers, and natural disasters can ruin a small firm if the data is not stored properly and securely.

Know what you need

It is important to develop a strong security strategy before you approach a cloud service provider. It does no good to ask for a product when you don’t know what you want, and this holds true for security. Work with your risk assessment officer, head of IT, or CFO to determine which data needs the most security. Applications that run your day-to-day duties may be important, but not as important as tax information, business mergers, or corporate contracts. Also, look into client data.

Some information may be more important than others and therefore security levels may vary for different types of content. Any information that can be used to forge a fake identity, access medical records, or that can allow hackers to harm the individual needs to be tightly secured. Once you have figured out what information needs to secure, then you are ready to contact your provider. Subscribe to the TOSS C3 blog, and find out more about data security in law firms.

The service agreement

The service agreement is a formal contract between your business and the managed services provider. It states all the requirements you requested and lets the provider know what you will handle in-house.

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As an attorney, you can appreciate the legalese behind a contract, and the service agreement is one that needs to be looked over carefully. Many companies, like TOSS, have worked with law firms, and know what is required to secure client information. However, some companies will make promises that are not included in the contract. Although some may follow through with a verbal agreement, it is best to have everything in writing. Some key points to ask about are:

• Authentication services – You probably have a single login authentication currently, and your provider can upgrade your security by adding a multiple authentication process. An example of this would have them text you an authorization code to your smartphone after you have logged into the server.
• Encryption – This is a key element to securing data in the cloud. Providers have very good encryption abilities. This service makes it much harder for hackers to access your data. It can also run encryption in real-time or at rest, allow mirroring of data across multiple servers, and can be used on top of your current encryption process.
• Data storage – This applies to the loss of storage and the recovery of said data. It also includes disaster recovery, which is something that can wipe out a business overnight. Data storage is more than backups; it is having the ability to recover all your data after a fire, flood, or earthquake has severely hit your business.

Cloud solutions for small businesses help the little guy get the same benefits as the big guy on the block. Providers purchase applications, hardware, and security monitoring solutions at a corporate rate and they can pass those savings to the smaller firms. Talk to your office expert, and find out about existing gaps in your current network, and then contact TOSS C3 to request a quote on how all your security needs can be m