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5 Ways to KeepLegal Document Content Secure

The Ponemon 2018 Global Encryption Trends Study found that less than half (43%) of respondents have an encryption strategy applied consistently across their enterprise.

According to the 2018 ILTA Technology Survey, only 28% of respondents employ Data Loss Prevention (DLP) and/or tracking of information access as a security measure.

According to the Ponemon survey, security automation decreases the total cost of a data breach. The average total cost of a data breach is $2.65M for organizations that fully deploy security automation1.

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Grant administrative privileges for settings, tracking, etc. to a select few within the firm based on roles and responsibilities

Require user authentication for printing, copying, scanning only when users are physically at the device

Fully track data and activity to reveal clear chain of custody for all paper/electronic documents

Conduct regular penetration testing and vulnerability assessments

If necessary, establish a virtual CISO

Create an incident response protocol

A comprehensive risk assessment should be the first step in your security journey

Conduct training and awareness

Establish a real time revocation protocol

Limit availability of sensitive documents

Allow admins to view and search all printing, scanning, copying and faxing activity via an uneditable audit trail

Use pull-printing and secure mailboxes to enforce user authentication policies

Encrypt print jobs in transit and at rest

Password protect all hard drive data

Store passwords, encryption keys, etc. on a Trusted Platform Module chip

1. Secure Your Devices

According to Ponemon’s study only 16% of companies reported full deployment of security automation. Only 36% reported partial deployment1.

Embed tracking information in your documents that is only visible to admins through enterprise digital rights management

Install cassette lock trays to protect the integrity of sensitive forms

Adopt an Enterprise Content Management System with automatic document back-up for disaster recovery

Verify authenticity with digital signatures

Improve usability and document protection by scanning directly to PDF and other formats within an Enterprise Content Management System

3. Secure Your Documents

5. Invest in Cybersecurity

4. Secure Your Information

2. Secure Your Print

Restrict access to device USB ports

Manage devices from a single point to track and monitor, troubleshoot, and update user credentials and certificates

Ensure MFDs include controls that verify and check for unauthorized use at startup

Password protect all hard drive data and ensure secure data deletion

Limit network access to specific IP addresses or ranges through IP address and port filtering

Integrate ALL devices including printers in a SIEM (security information event management) system

Adopt strong wireless encryption and authentication standards for Wi-Fi capable MFDs

According to the Ponemon Institute’s 2019 Cost of a Data Breach study, the average cost of a data breach for U.S. companies is $8.19 million1. As cyber criminals increasingly find new ways to infiltrate and mine personal and confidential information, it’s no longer a matter of if your information will be breached but when. A complete law firm document security policy should be simple to integrate and comprehensive in scope. Is your firm resistant to change or just paralyzed by overwhelming options? Avoid leaving your data vulnerable to theft, compromise, or leaks by working through this checklist:

The 2018 American Bar Association Legal Technology Survey Report found that only57% of respondents said their firms budget for technology expenditures.

Source: 1. 2019 Cost of a Data Breach Study by the Ponemon Institute and IBM Security.