4 Cybersecurity Tips For Lawyers

This week’s Bar View guest author is Nicole Black. The opinions expressed in this piece are those of the author and are not intended to represent those of the MCBA or its board of trustees.

By Nicole Black, Esq.
Nicole black

In the 21st century, technology has changed at an incredible rate. Sometimes the pace of change can seem overwhelming, especially for lawyers trying to manage their busy practices. Learning about and implementing new technologies into law practices can often be a difficult task–one that is complicated by ethical obligations which require that clients’ confidential information remain secure.

The good new is that there are steps you can take to increase your firm’s cybersecurity. Here are a few tips to get you on the path to having a more secure law firm.

1. Update your law firm’s software regularly

It’s imperative to update your software regularly in order to ensure that it is secure. Software updates often fix known security issues and if you fail to update your software, you may be unknowingly exposing all of your law firm’s data. That’s why it’s recommended that you enable automatic software updates for your firm’s software. And if you use cloud-based software for your law firm, you’re in luck! Your cloud-based software provider will automatically update your law firm software, ensuring that it is always up-to-date and secure.

2. Use secure communication tools

In the mid-90s, email was given the green light by legal ethics committees and lawyers began to use email to communicate confidential information to clients. That was then, this is now. Although it still is ethically permissible for lawyers to use email to share information that is not particularly sensitive, email is nevertheless outdated and unsecure by today’s standards.

Fortunately, there are far more secure alternatives these days when it comes to communicating with clients. Whether it’s using the client portals built into law practice management software, encrypted email, or using encrypted voice communication tools, you now have more secure options for sharing confidential client information.

3. Make sure to use encryption

Speaking of encryption, make sure to use it for every type of communication, across all of your devices. One option is to use Whats App for communicating with clients since it offers encrypted text and voice communications. Message on your iPhone is also encrypted and is more secure than traditional SMS messages. Similarly, Facetime on your iPhone provides encrypted voice communication features.

4. Ensure your mobile devices are secure

Finally, make sure to secure your mobile devices. For starters, always password protect your devices. Also, consider using a password manager such as LastPass to allow you to increase the complexity of passwords used while simultaneously increasing security. And last, but certainly not least, enable features on your devices that allow you to remotely wipe data from them should they be misplaced or stolen.

Nicole Black is a Rochester, New York attorney and the Legal Technology Evangelist at MyCase, a law practice management software company. She is the nationally-recognized author of “Cloud Computing for Lawyers” (2012) and co-authors “Social Media For Lawyers: The Next Frontier” (2010), both published by the American Bar Association. She also co-authors “Criminal Law in New York,” a Thomson West treatise. She writes a weekly column for The Daily Record, has authored hundreds of articles for other publications, and regularly speaks at conferences regarding the intersection of law, mobile computing and Internet-based technology.

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5 Tips To Supercharge Microsoft Office

Here at the MCBA, we’re trying to mix it up with our Bar View blog by presenting different perspectives and guest writers. This week’s Bar View guest writer is Nicole Black.

5 Tips To Supercharge Microsoft Office
By Nicole Black, Esq.

Nicole black

Years ago, the legal world was evenly divided between fans of WordPerfect and Word. Eventually, Microsoft Word won out, although there are still a few diehard lawyers who still use WordPerfect. Even so, most lawyers have switched to Microsoft Office, for better or for worse. If you’re one of those lawyers, you’re no doubt always on the lookout for ways to make the most of Office. If so, you’re in luck. Here are a few useful tips and tricks that will help you tailor Office to your firm’s unique needs.

  1. Create forms with TheFormTool

Because lawyers work with forms so often, any tool that streamlines that process is worth looking into. That’s where TheFormTool comes in. It’s a free add-on for Word that simplifies the process of creating and working on forms. You can download it here.

  1. Use Office Mix for more engaging presentations

Communicating effectively is a valuable skill for all lawyers to have. One way to do this is to create an unforgettable presentation using PowerPoint. A good rule of thumb with any presentation is that the more interactive your message, the better it will be received. Office Mix, a free add-on for Powerpoint that is designed to enhance PowerPoint presentations and create an even more interactive experience for your audience, helps you build interactivity into your presentations. Because Office Mix helps to make presentations so interesting, it’s popular with teachers who often use it in their classrooms. For tips from a teacher on using Office Mix to its fullest, check out this post. I have no doubt you’ll find that some of the ideas translate well from classroom to courtroom!

  1. Easily create Tables of Authorities with Best Authority

Another useful tool is Best Authority, which is software designed for lawyers that works with Word, making it a simple task to quickly create Tables of Authorities from a legal memorandum or brief. Using this software you’re able to avoid the time-consuming task pulling all of the citations out of the document manually. It’s not free, but if you’re a litigator with a document intensive practice, it’s definitely worth looking into.

  1. Manage Outlook attachments with EZDetach

For lawyers, email is often the bane of their existence. Managing incoming emails and their attachments can be a task in and of itself. In many cases, the attachments are the most important part of emails, but staying on top of and tracking attachments can be challenging. Enter EZDetach. It’s a reasonably priced add-on designed to work with Outlook and makes it easy for you to quickly and easily remove and file email attachments. So if managing your email inbox is a much-reviled daily chore, you definitely need to check out this tool.

  1. Control your email with SimplyFile

Last but not least, there’s SimplyFile, a tool that allows you to file emails in the correct folder with one click. There’s no need to drag and drop—it’s a one-stop shop for the tedious task of email filing. Another benefit is that it helps to increase your efficiency by allowing you to turn emails into tasks and appointments. Interested in saving even more time? You can find additional useful Outlook add-ins here.

Nicole Black is a Rochester, New York attorney and the Legal Technology Evangelist at MyCase, a law practice management software company. She is the nationally-recognized author of “Cloud Computing for Lawyers” (2012) and co-authors “Social Media For Lawyers: The Next Frontier” (2010), both published by the American Bar Association. She also co-authors “Criminal Law in New York,” a Thomson West treatise. She writes a weekly column for The Daily Record, has authored hundreds of articles for other publications, and regularly speaks at conferences regarding the intersection of law, mobile computing and Internet-based technology.

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