List three best practices that should be maintained by a law firm operating any part of its business in the cloud.
What will be an ideal response?
ANS:
Some of the best practices that should be maintained by a law firm operating any part of its business in the cloud would include:
1. Determine if your state’s Supreme Court or Bar Association has issued an opinion on the use of the cloud in the law office, and then use that as a checklist to ensure compliance with your state rules.
2. Perform due diligence to ensure that the SaaS cloud provider conforms to industry security standards and has the proper certifications.
3. If no one at the firm has the knowledge or ability to perform the required due diligence, hire an outside expert to do so. The local bar association will generally be able to suggest qualified persons who have been vetted by other local law firms.
4. Train all personnel (partners, associates, paralegals, and other staff members including IT staff) on the importance of maintaining strong passwords and securing their mobile devices.
5. Ensure that the law firm’s hardware (computers, servers, etc.) are all properly secured and that security is checked and updated on a regular basis.
6. Carefully read the End User Licensing Agreement to make sure all responsible parties are aware of the costs, security measures, data retrieval protocols, and other issues discussed by the ethical opinions in this chapter.
7. Educate the clients about maintaining documents in the cloud and secure their approval for doing so by including a provision to that effect in all engagement letters.
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