Importance of Securing Your Data
The following article was written to advise attorneys how to keep their data secure, but it also applies to parties in Family Court cases. Many problems can arise from letting the wrong information fall into the wrong hands, so I thought it would be helpful to share this information here.
Most discussions about security and technology revolve around data security, including topics like virus protection and data backup. Given the importance of electronic data in the modern law office, this focus is not only appropriate, but necessary. Nevertheless, there are other security issues that attorneys must consider, and one such issue is the physical security of their technology.
Lapses in physical security frequently lead to data breaches. Smartphones, thumb drives, and other portable devices are easily--and frequently--lost. Laptops loaded with sensitive information have been stolen or misplaced. Computers that should be secured are accessed by unauthorized individuals. In a range of situations, sensitive data is exposed or put at risk due to a simple lack of physical security.
The following are some tips you can use to keep your technology--and your data--secure:
- Use a computer lock. Most laptops, desktop computers, and larger peripherals (like monitors and printers) sold today have small slots called "K-slots" or "security slots" that allow owners to attach a computer lock. The locks themselves are sold by various vendors, including Kensington and Belkin, and feature a metal cable and either a key or combination lock. The cable should be attached to something solid and immovable; putting it around a desk leg won't help if the desk can be lifted and the cable removed.
- Control access. Know who has access to your technology--co-workers, cleaning staff, outside contractors--and secure it appropriately. Also consider access when you're outside of the office. Don't leave your laptop unattended in a coffee shop while you go for a refill; don't leave unlocked technology sitting around in your hotel room; don't leave your laptop bag sitting in plain view in the back of your car while you run into the mall. Failing to control access to your technology is an invitation to disaster.
- Mark your technology. There are many solutions for marking your technology to indicate ownership, including etching and permanent asset tags/stickers. These markers make your devices less desirable to thieves and can help you recover technology that's simply misplaced.
- Be inconspicuous. Keeping your laptop in an obvious laptop bag makes it an easy target for thieves. Instead, try putting it in a smaller protective laptop sleeve and then carry that around inside a regular backpack or other bag.
- It's not just the computers. Laptops and other big-ticket items tend to get the most attention, but from a security and confidentiality standpoint, losing a $10 thumb drive or a $0.50 burned CD could be just as devastating if it contains sensitive information. Consider the value and importance of stored data when formulating your security strategy.
Source: "Securing Your Tech: More Than Just Data" by Joshua Poje of the ABA Legal Technology Resource Center, published in the ABA Section of Family Law E-Newsletter.
