Issue link: https://epubs.iltanet.org/i/45522
FROM VOICE RECORDING TO STORED DOCUMENT: A LIFECYCLE OF SECURITY Some digital dictation recorders are also designed to encrypt recordings in real time so that the information cannot be accessed without a method for unencrypting it. Since the encryption is automatic, it eliminates the risk of a user forgetting to do so manually. This also allows users to stop midthought to do something else without worrying about the security of the file. Should the device be lost or stolen, unintended users cannot access the already-encrypted files; they cannot use the device (because it is secured by a PIN); and they can't remove the SD card and access the files by plugging the card into another device (because the files themselves are encrypted). • File Transmission: Digital dictation software can also circumvent the need to email files by allowing users to directly upload digital files to their firm's secure servers. This not only helps prevent hackers from accessing unsecured email messages, but also avoids the risk of user error (i.e.,when a file is accidentally sent to the wrong email address). With some digital dictation hardware and software, uploaded files are streamed in segments to further guarantee security. In these cases, a file is uploaded in five- to 10-second increments and reassembled at the recipient site. This type of transmission is like shredding a piece of paper, handing each piece to a different person, who then hand-delivers them to a destination where the paper is reassembled. No single piece contains enough information to reveal the contents of the entire document, so it will only make sense when reassembled at its ultimate destination. This electronic file slicing and dicing does not take any longer than regular uploading, yet it better protects the confidentiality of documents. • File Transcription: Digital dictation software can organize dictation files and place them into folders marked as confidential. The software can limit access to these folders to a designated individual, such as a specific transcriptionist. An attorney can securely upload a file, password-protect it, and assign that password only to the transcriptionist designated to complete the work. The transcriptionist can then transcribe the file on a secure network and continue to password- protect the document; thus, preserving security throughout the process. • Document Storage and Access: Once a document is transcribed, firms can use a digital document storage system to securely store the document — along with other case files — in one central repository, granting access to only those with rights or permission. FIVE IMPORTANT FEATURES TO CONSIDER Digital dictation solutions are not all created equal. Law firms must be deliberate when choosing a digital dictation technology and look for features that help realize optimal security. • Locks Down ALL Access: If a digital dictation system can limit entry at all potential access points to only those individuals with the proper rights, then the technology has neutralized one of the biggest threats to confidentiality. To determine who should have access rights, law firms must develop policies that explicitly outline who can access what. A technology www.iltanet.org Risky Business 61