In the last few years, mobile technology has advanced considerably, particularly because lots of us are now working remotely. As most people in the legal industry use the same mobile device for work and personal use, many law firms have started to implement a mobile device policy for law firms. This allows employees to use their own personal devices for both but still keeps your firm protected.
Before implementing a bring your own device (BYOD) policy, however, make sure to discuss it with your staff. Find out their preferences (e.g., what devices they use or which sites they visit) and then encourage them to submit suggestions and voice any concerns they might have.
Creating a BYOD policy
Using this feedback, and recommendations from data security professionals, draft an effective mobile device policy for law firms. This should include clearly defined rules and protocols for personal mobile device use (e.g., what devices are allowed or who has access to what). Also, include clearly defined data monitoring legal practices for your IT staff (and for the rest of your staff to see), so they know what they should monitor and, more importantly, what they shouldn’t.
Your mobile device policy for law firms should also have clearly defined protocols in the event of lost or stolen devices, termination of a contract, or any other potential data breaches. This may include “wiping the device” (e.g., rendering firm data, such as client data, unreadable) with the help of mobile device management (MDM) software. You should also make sure that your staff is aware of the dos and don’ts of cybersecurity (e.g., phishing, malware, email, social media).
Make Sure To:
- Restrict access to your firm’s data by requiring strong passwords, limiting user access to certain types of data to protect the client, and requiring multi-factor authentication.
- Encrypt data on all devices.
- Backup your cases (including closed ones) using a HIPAA-compliant, secure cloud server.
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