Using Information Governance as a Foundation for a 24/7 Law Firm
As mobile lawyers continue to stretch their traditional four wall office, their law firms are implementing new technologies, processes and personal structures to ensure resources are available anywhere at any time. While this new switch in environment does bring many benefits, it also poses new challenges for the law firm and a great need for an information governance program to be put into place.
For example, as personal laptops and tablets tend to fall out of the firm’s domain, they have a higher exposure to security concerns. Their owner may not have a password enabled on their personal computers, or the personal passwords may not be subject to standard “strength” requirements. Additionally, users may not elect to use anti-virus or encryption software on their personal computers, or may not be consistent in upgrading the software as needed. Users might also save materials on home drives or upload/download material on unencrypted USB drives, which again, falls outside of the firm’s ethical wall system or other information security measures.
In similar fashion, users might use external file hosting sites to share information, which again, falls out of firm security and document tracking mechanisms. Depending upon the site used, there may also be additional concerns regarding the site’s own security and risk for hackers, etc. Additionally, when external file-hosting sites are used, the question of data ownership arises. Firms run the risk of data being shared or retained by those hosting the site, unless appropriate safeguards and agreements are in place.
Established policies regarding how data should be handled and what all personnel are expected to do to handle firm and client data should be established and communicated – frequently and consistently – to all members of the firm. It is important to ensure that the policies are aligned with both firm culture and the firm’s level of risk tolerance. It is also crucial to ensure that these policies do not remain stagnant; they should be reviewed and refreshed continually as technology changes.
While the 24/7 attorney has been in existence for several years, the 24/7 firm remains a work in progress, as new technologies and staffing structures are developed to support it – and new security measures are implemented to protect it. As firms continue to prioritize cutting–edge technologies and processes in order to provide clients with the highest levels of service, it is clear that the need for a 24/7 model will only increase. And as it does, it will demand new information governance measures over time. These measures will help ensure that the 24/7 firm not only survives but also thrives, enabling it to remain ahead of the curve in the legal industry.
To learn more about mobile lawyers and using information governance as a foundation for a 24/7 law firm, download the latest 2013 Emerging Trends report from Iron Mountain.
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