The use of data capture solutions allows legal service providers to collect and store a growing amount of personal information from clients in a cost-efficient manner. However, firms are also facing more pressure in staying compliant with privacy regulations, such as GDPR, to keep data safe.
With data being collected from a myriad of sources and stored in different formats, it's increasingly challenging for law practices to ensure the security of their client information and prevent data breaches. Meanwhile, it's essential to protect your clients' sensitive information and stay compliant with GDPR -- otherwise, you could incur a hefty penalty, lose the trust of your clients, and tarnish your reputation if you fail to implement proper security measures.
6 Ways To Improve Your Data Storage Security
Law firms collect a large amount of information and generate even more data during their client interactions. These files often contain Personal Identifiable Data (PID) so it's important to protect your network against data breaches. Here's how:
- Streamline your data storage solutions. Digital information can be stored in a variety of media, from local solutions (e.g., thumb drives and computers) to online storage (e.g., cloud computing platforms.) You should standardize and keep track of how all your sensitive information is stored so you can apply the proper security measures to these storage methods.
- Establish a data retention policy. The more sensitive client information you retain in your system, the more risk you're exposing your business and your clients to. You should follow a data retention policy for proper data governance to identify the most important data, prioritize storage management resources, and discard information that's no longer needed.
- Identify storage solutions that fit your data format and usage pattern. Data comes in different formats, from structured (e.g., spreadsheets) to unstructured data (e.g, PDFs and videos.) How you access and use the information can inform the storage solutions you need to best protect your files.
- Implement access control and tracking. Allow only authorized staff members to view or edit sensitive client information by implementing role-based access control. Doing so can also provide you with a security log on who has accessed which files in the event that you need to investigate a data breach.
- Consider the hidden cost of data storage options. While some data storage solutions have a lower upfront cost, they may not be the most cost-efficient in the long run. For example, you should be able to scale up your data storage capabilities without compromising security, and take into account the cost of technology refresh to ensure the ongoing safety of your data.
- Select your cloud providers carefully. Cloud data storage is a great option thanks to its flexibility, scalability, and accessibility. However, you should do your due diligence and review vendors carefully to ensure that they're compliant with the highest industry standards in data security.
First Things First: Know Your Data
While selecting a data storage solution is important, you should start with taking inventory of your data estate and identifying at-risk resources so you can have a bird's eye view of the location, volume, and severity of documents containing or relating to Personal Identifiable Data (PID). Find out more on how RiskView can help your organization manage data security and stay GDPR compliant.