For many people, the idea of information security paired with a pandemic may cause responses such as panic, fear, and confusion – especially for those who know about the rules but don’t understand the tech. According to the presenters, at least 25% of law firms in the U.S. have had a data breach incident involving an internal (insider) threat. With many companies moving their workforce to remote locations virtually overnight, this has become a hot topic in 2020.
The team at NetDocuments presented some of their solutions to these business issues and broke them down in a way that is easily understood by just about anyone. Beyond the standard security controls that provide access to users at different levels, there are many creative ways to prevent transmission, duplication, or even access to data. In addition, there are ways to centrally manage data that is stored around the world. Some of the highlights we heard are below:
File Access
- Users without proper access may be blocked from emailing or downloading files
- This may include preventing users from copying, printing, or viewing content
- Access logs may show who accessed or tried to access a file remotely, and settings may be enabled to prohibit, monitor, or even report activity to alert custodians in real time
Encryption
- Files can be encrypted, so even if they end up in the wrong hands, they cannot be viewed without the encryption key. This means less liability if there is any type of breach because “even if they get it, they can’t do anything with it”.
Geo-Aware Administration Controls
- Certain industries, countries, regions, and states have their own specific rules regarding data storage, so many files may subject to multiple rules. Current technology allows the actual data files to be stored in one place while the administration is handled from one central location
While we may not all understand exactly how it works, it is comforting to know there are solutions to keep our data safe, protected from internal threats, and remain compliant while still providing access to those who need it when they need it.
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David A. Netzer
President
Legal Tech Talent Network