Plugging the gaps of digital data security

As legal specialists, solicitors and lawyers
are well aware of the importance of professional privilege and their duty of confidentiality, with infringement having potentially damaging consequences for cases
and careers.

Dictation devices have always been popular in the legal industry, allowing solicitors and colleagues to keep comprehensive records of client meetings, conversations and other relevant case information. However, the classic technology has been given a modern boost in recent years.

Gone are the traditional dictation tapes, which were easily lost or damaged, and in are digital devices that mean data can be instantly uploaded to the cloud and accessed from anywhere in the world.

However, as technology has progressed, the risk of sensitive client information being compromised has also increased significantly. This can be the case with cloud services in particular, where information is stored on shared data centres that sometimes lack the required standards of security.

One source of digital data risk for solicitors and lawyers are the audio case files recorded via digital dictation devices. These devices now typically form a crucial aspect of a legal firm’s administrative system, with dictation being uploaded instantly to the cloud.

However, as hacking methods become more sophisticated, firms need to ensure that files stored in the cloud are appropriately encrypted. This means that if the worst happens and data falls into the wrong hands, sensitive information is protected.

Last year saw a number of high-profile data breaches, with software makers Adobe,
US retailers Target and
messaging service Snapchat among those targeted.

Some law firms have successfully implemented digital dictation systems in order to improve workflow efficiency, cut down on administration costs and allow for more flexible operating processes, but ensuring that they use the right encryption.
Fee earners are able to dictate documents remotely using digital dictation, meaning that they
can instantly be viewed and transcribed by their colleagues
at the office. Features such as giving dictation files additional information in a header, for example client name and priority, means that files can be easily linked to the right cases, and the most important dealt with first.

The convenience and flexibility of digital dictation can help keep on top of documents and case
file workflow.

However, keeping them appropriately encrypted is essential to protect important case files and work without fear
of infringing client privilege or duty of confidentiality. SJ

Dr Thomas Brauner is the chief executive officer at Speech Processing Solutions

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