Peer to Peer Magazine

Fall 2014: Security Is Everyone's Business

The quarterly publication of the International Legal Technology Association

Issue link: https://epubs.iltanet.org/i/411912

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PEER TO PEER: THE QUARTERLY MAGA ZINE OF ILTA 24 ASK THE VENDOR LEVERAGE PRINT MANAGEMENT SOFTWARE name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Greg Gies company . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Nuance Communications website . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . www.nuance.com Shared copiers and multifunction printers (MFPs) are a tremendous asset to any legal firm, both from their basic print and copy capabilities and for their ability to create workflow efficiencies. However, as users tap into these benefits, they shouldn't undermine your organization's document security. Look to document scanning and print management software solutions on those devices to provide enhanced security at the device. Your document scanning software plays a critical role in safeguarding your information. Be sure the software offers password protection at the device to prevent unauthorized file access, and encryption during message transfer and redaction to keep sensitive data unreadable and uneditable. By leveraging print management software, you no longer need to worry staff may be leaving confidential documents unattended at printers." IMPLEMENT SINGLE SIGN-ON name . . . . . . . . . . . . . . . . . . . . . . . . . Alan Rich company . . . . . . .Chrome River Technologies website . . . . . . . . . . . . www.chromeriver.com The best way to improve security in an organization is to implement single sign-on (SSO) for all your applications. It's too difficult for users to remember multiple logins and passwords. The temptation will always be to use weak passwords, share them across sites, write them down, or otherwise violate best practices. SSO centralizes authentication control and protects the firm's information. If an individual leaves the organization, access control can be managed in one spot. If the organization decides to implement security beyond just a login and password, the benefit will flow to all applications in use. EXPLAIN THE "WHY" name . . . . . . . . . . . . . . . . . . . . . .Jeffrey Roach company . . . . . . . . . . . . . . . . . . . . Encoretech website . . . . . . . . . . . . .www.encoretech.com Technology alone is not going to solve all your security problems. What you really have to change is behavior, which means you have to remember that you are dealing with adults, not children. Adults need to understand why they are being asked to do something. It's not enough to say don't use Outlook to send attachments, use this other product instead. To truly change their behavior, you have to convince them that the rewards of using the other product outweigh the hassle. Sometimes the easiest way to do this is using the language of loss. In general, letting people know what they stand to lose if they don't do it the right way is much more persuasive than explaining what they stand to gain by following the best practice. IMPLEMENT ONGOING AUDITS name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Peter Zver company . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Tikit North America website . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . www.tikit.us Management and partnership-led security efforts need to connect directly to the firm's profile and reputation, its client relationships, and its business development efforts across all levels. Once properly positioned, implement a security education program that includes mechanisms for ongoing audit and review involving individual users. If done right, a user- focused security program, comprised of education and compliance, can differentiate the firm from its peers. With a security-aware, bought-in user base at its side, firm leaders can rest assured that the infamous sticky note containing the complex password attached to the computer monitor will actually disappear.

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