Issue link: https://epubs.iltanet.org/i/98946
Secure File-Sharing in a Mobile World auditable, with complete adherence to the security policies dictated by the matter workspace, while at rest and in motion. Solutions that give instant access to information assets and help integrate, simplify and automate processes help improve employee productivity, reduce operating costs and assist with compliance efforts. While many consumer-grade, cloud-based file-sharing solutions today make it easy to get files back-and-forth between law firms, clients and service providers, they lack the capabilities needed to keep information protected in a defensible manner. Advanced solutions enable counsel to set up a secure link that facilitates the exchange of information between the sender and recipient(s). The link enables the sender to control the security parameters, expiration date and number of downloads. The entire transaction is managed, with all events filed in the document history for a single, unified and ironclad audit trail that maintains visibility and stewardship over the content. Advanced solutions offer the ability to mine email messages in the workspace to ensure all pertinent individuals receive the information. Secure, cloud-based, enterprise-grade file-sharing solutions enable lawyers to exchange information in a protected manner. Choosing the right solution ensures that critical data, such as metadata and chain of custody, are tracked without placing an undue burden on IT. As with any solution, taking the time to educate and train employees on the importance of information governance and the adherence to firm policy is critical to the obligations outlined in the ABA's model rules. With careful forethought and the deployment of a solution with advanced capabilities, legal organizations can perform secure, defensible and compliant file-sharing. CHOOSING A FILE-SHARING SOLUTION AS SECURE FILE-SHARING OPTIONS ARE REVIEWED, A FEW ADDITIONAL AREAS ARE WORTH CONSIDERATION: Firm Requirements: Internet- or cloud-based filesharing solutions and providers differ greatly in levels of security, accessibility, scalability and service. Be sure to evaluate the providers in light of your requirements and policies. Consider how various options impact the type of information to be managed and exchanged and its meaning and/or value to the business. Security: An initial concern of cloud-based file-sharing is whether it can be done in a highly secure manner that meets your information policy and governance requirements. The answer is yes. Look for cloud providers that offer industrial-grade security and services that facilitate compliance with the most rigorous requirements. These providers can enable counsel to comply with legal and regulatory policies designed to protect the most sensitive information. Mobile Device Compatibility: While many cloud providers offer access from desktop and mobile devices, be sure to verify whether mobile interactions are managed and tracked in a legally defensible and auditable manner. The lack of these capabilities could present challenges when performing audits and e-discovery. Scalability: A key benefit of file-sharing systems is the flexibility to scale-up or -down when changes occur in data volumes, discovery demands, compliance burdens or cost pressures. This is especially critical in today's corporate environment, where budgets are under increased scrutiny but executives still must be able to manage unexpected spikes quickly in demand for computing resources and filesharing for legal and regulatory purposes. ILTA White Paper 35