Posted by: snukoantitheft | December 30, 2010

Ways to Protect Client Information from Inside Threats

The reputation of law firms is dependent on their ability to protect client information. Although these firms take adequate measures to protect data from outside threats, sometimes it is the inside threat that they forget about.

Usually, law firms are seen to take anti-theft measures for client data only from the outside threats. They will install high-tech security systems inside the building and fire-proof cabinets for storing valuable files. They even go as far as encrypting data on their servers and protect them with passwords. However, they tend to forget the threats that can come from within.

Recently, an established law firm in California learned the hard way that sometimes the biggest threat to client information comes from the company’s own employees. The employee was indicted in an identity-theft ring that apparently stole private information of 20 citizens. Most of these were clients of the law firm. All the stolen information was then used to open fake credit cards and bank accounts. The theft went up to approximately $170,000. Moreover, the damage it caused to the reputation of the law firm was irreparable.

Taking note of this example, law offices around the world should take extra measures and precautions to protect data from their own employees. Given below are a few strategies you can implement for data protection. Prevention is always better than cure, isn’t it?

  1. Limit the access of employees to client files. Also, closely monitor each access and make sure that employees don’t get more than they require. A file control system should be implemented for limiting access to client files. A file clerk is a good option for controlling and tracking the access to the client file. This will reduce the likelihood of someone misusing information. Also, if someone actually does misuse it, the guilty party will immediately be pointed out.
  2. With the advance in technology, more and more data is being switched from the traditional file system to the server. As a good anti-theft measure, it is vital to monitor the server access. Use encrypted and password protected files on the server and restrict the access. In addition, upgrade your software to track down who views your client’s data.
  3. Keeping a thorough record of who is accessing the physical files and the server is a good way of preventing data-theft. Review the records on a regular basis. If you find any unusual behavior such as an employee accessing files of a case they are not directly involved in, find out the reason behind the access. If employees know everything is being tracked, they will be less likely to involve themselves in inappropriate activities.
  4. Install software tools on individual computers. If an employee is trying to access a system that does not belong to him, the software will protect the very important files. An excellent software option is the BlackBox software released by Snuko. This tool is adept at taking snapshots of the desktop at regular intervals. This will help you keep a track of whether an employee is trying to do something inappropriate with the system. It also takes pictures of who is using the system. In such a case, if anything goes wrong, all you have to do is go through the pictures and identify the culprit.