Actionable Cybersecurity Steps and the Role of Case Management Systems

This is a revised edition of our cybersecurity article released December 2023.

We’ve created a straightforward guide packed with actionable cybersecurity measures you can implement today and easily  incorporate into your firm’s daily operations. We’ll also explore how case management systems can play a vital role in safeguarding your practice. 

Build Strong Cybersecurity Policies 

The first step is to establish clear, comprehensive policies that define procedures for data handling, security protocols, and acceptable use. These should be updated regularly to address evolving threats. Consider these eight key policy areas: 

• User Authentication: Implement strong password requirements, updated regularly, and mandatory multi-factor authentication for sensitive access. 

• Data Handling: Mark confidential client data appropriately and ensure encryption for all sensitive data both in transit and at rest. 

• Network Security: Require active firewalls, up-to-date antivirus software, and routine security audits on all devices. 

• Email Safety: Be vigilant with email attachments and links, reporting anything suspicious to your IT team immediately. 

• Device Security: All devices, whether personal or company-provided, must adhere to firm security standards, including regular software updates. 

• Incident Reporting: Employees should report any cybersecurity issues promptly, with a designated team ready to respond. 

• Remote Access: Require secure, encrypted connections for remote work, with sessions logged and monitored. 

• Employee Training: Make annual cybersecurity training mandatory to ensure staff are equipped to recognise and respond to threats. 

Once your policies are finalised, they can serve as a practical checklist for implementation. 

Empower Employees with Training 

Frequent training sessions are vital to ensuring employees can identify and mitigate threats. Focus on: 

• Strong password practices. 

• Recognising phishing attempts. 

• Avoiding social engineering scams. 

Fortify Your Network 

Secure your firm’s network with tools like firewalls and intrusion detection systems. Regularly patch software and conduct vulnerability assessments to stay ahead of potential breaches. 

Prepare for the Unexpected 

An incident response plan is essential. Ensure it’s up to date and tested with drills so employees know exactly what to do in the event of a cyberattack. 

Evaluate Vendor Security 

Cybersecurity extends beyond your firm—it applies to your third-party vendors, including case management providers. Ask vendors about: 

• Security measures, including encryption protocols. 

• Compliance with legal and data protection regulations. 

• Incident response and user access controls. 

• Backup procedures and system maintenance schedules. 

• Their experience in the legal sector and terms around data ownership. 

Case Management Systems and Cybersecurity 

This brings us to case management systems, which can significantly impact your firm’s security posture. At Hoowla, we’ve made cybersecurity a priority. 

• Email Alerts: Receive email alerts when your account has been signed into from a different device or IP address. 

• Two-factor Authentication: Our platform allows firms to invite collaborators and assign permissions securely. Two-factor authentication is available for added protection. 

• Data Centres: We use ISO 27001 certified data centres with physical security measures like access control, video surveillance, and intrusion detection. 

• Secure Transmission: Data transmission is protected using HTTPS and layered encryption methods. 

• Resilient Infrastructure: Regular backups and 24/7 monitoring ensure system reliability and data redundancy. 

• Data Independence: We encourage users to take backups for cybersecurity and compliance, ensuring they can continue working even during rare outages. 

With Hoowla, you can be confident in the security of your systems and the continuity of your operations. If you’re curious about how we can support your firm, let us show you the difference a secure case management system can make. Schedule a case management demo with Adam Curtis.