Cybersecurity and Case Management

CYBERSECURITY & CASE MANAGEMENT

As you already know, in the legal and conveyancing industry, cybersecurity is incredibly important due to the highly sensitive and confidential nature of the information handled. Legal professionals regularly deal with confidential client data, financial records, and other sensitive documents, making them lucrative targets for cyber threats. Breaches in cybersecurity could lead to unauthorised access, theft of confidential information, compromise of client trust, and potential legal liabilities. Protecting client confidentiality, maintaining the integrity of legal transactions, and upholding the trust of stakeholders are critical aspects in this industry. Implementing robust cybersecurity measures is not only a regulatory necessity but also essential for preserving the reputation and credibility of legal and conveyancing firms, ensuring the secure and trustworthy execution of their services.

We are well-versed in all aspects of conveyancing cybersecurity and employ decades of knowledge and skills to offer some of the best security practices in the industry.

Hoowla's Cybersecurity Policy

Establishing Conveyancing Cybersecurity Policies is a top priority for safeguarding sensitive data and ensuring a secure operational environment. Develop and rigorously enforce comprehensive cybersecurity policies that delineate explicit procedures for data handling, acceptable use, and overall security protocols. It is essential to update these policies regularly to stay proactive in the face of emerging threats. Consider the following eight key policy points:

User Authentication

Ensure that users maintain and regularly update their passwords. Implement mandatory multi-factor authentication for sensitive system access to enhance security measures.

Data Handling

Appropriately label confidential client information and make encryption mandatory for all sensitive data, both in transit and at rest, solidifying protection against unauthorised access.

Network Security

Mandate the use of active firewalls and regularly updated antivirus software on all devices. Conduct routine security audits and vulnerability assessments to fortify the network against potential threats.

Email Usage

Instil a cautious approach to email practices, emphasising the prompt reporting of any suspicious emails to the IT department. This proactive stance is crucial for mitigating the risks associated with phishing and other email-based threats.

Device Security

Ensure that company-provided devices are equipped with up-to-date security software. Extend the same security standards to personal devices accessing company resources, creating a uniform security framework.

Incident Reporting

Foster a culture of responsibility among all employees by emphasising prompt reporting of cybersecurity incidents. Establish an incident response team tasked with swiftly assessing and addressing reported incidents.

Remote Access

Mandate the use of secure, encrypted connections for remote access to company resources. Implement monitoring and logging of remote sessions to maintain a safe virtual environment and minimize the risk of unauthorised access.

Employee Training

Make annual attendance at cybersecurity training sessions mandatory for all employees. This ensures that the workforce remains well-informed about the latest threats and adopts best practices, contributing to an organisation-wide cybersecurity awareness.

Case Management Systems & Cybersecurity

When in search of a new case management system or if concerns arise about your current supplier, it is advisable to investigate the following aspects:

Security Measures

Enquire into the cybersecurity protocols and encryption practices employed by the vendor to safeguard data.

Compliance and Data Handling

Seek information on the vendor’s compliance with legal regulations and their methods for handling and securing confidential client information.

Vendor Track Record and Contract

Explore the vendor’s experience working with legal entities and thoroughly review contractual terms, paying special attention to clauses related to data ownership and termination.

Incident Reports and Access Control

Gather details about the vendor’s incident response plan, recovery speed, and the effectiveness of user access controls in maintaining robust data security.

User Training and Support

Evaluate the vendor’s user training and support offerings, ensuring the availability of resources for effective system utilisation. Also, assess the responsiveness and accessibility of support services.

System Maintenance and Backup

Ask about the frequency of system updates and patching, as well as the procedures in place for data backup and recovery.

6 Ways Hoowla Manages Cybersecurity

User Collaboration Control

At Hoowla, users have the capability to invite collaborators and exercise control over access permissions, empowering efficient and secure collaboration.

Authentication Security

Hoowla prioritises user authentication, offering standard login and password options, supplemented by the choice of two-step authentication for an additional layer of security.

Secure Data Transmission

Hoowla employs HTTPS with layered security protocols to ensure the secure transmission of data. Our developers are well-versed in web application security, subjecting code to rigorous reviews and testing.

Physical Security

Our commitment to cybersecurity extends to physical security, with ISO 27001 certified data centres featuring controlled access, video surveillance, and intrusion detection.

Data Redundancy and Backup

Data redundancy is a top priority, with regular backups using specialist server storage. Servers undergo multiple daily backups, and 24/7 monitoring guarantees system integrity.

User-Initiated Backups

Hoowla encourages users to take regular backups for data security and CQS compliance. Users with regular backups can access their data seamlessly via applications like spreadsheets and PDFs, minimising disruptions to their ongoing cases.

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