Three ways to keep your client’s sensitive data secure

The security of client data should be your number one priority. Most individuals won’t even consider hiring a law firm if they don’t feel confident their details will be properly secured.

The regulatory requirements with regards to data are another incentive to ensuring everything is managed correctly. With the introduction of GDPR, it’s more important than ever to handle data in the right way.

There are a number of ways in which data can be compromised. It can happen maliciously, where a hacker or fraudster is looking to breach your systems and steal sensitive information – probably for financial gain.

It can also happen accidentally. Human error is a part of life, and it’s not uncommon for an email to mistakenly be sent to the wrong person – an email that contains data that should not be shared with anyone other than the intended recipients.

Neither of these scenarios are completely unavoidable. But you can mitigate the risk by taking reason steps to maintain the trust of your clients, and reduce the chance of fines and other punishments by regulators.

So, what can you do?

Your Case Management software is where your client’s data is going to be stored. So you need a solution that provides suitable security, and makes it easier for you to stay on the right side of the regulations.

Meet GDPR requirements

Proclaim features two GDPR toolsets that assist you in remaining compliant. They are the GDPR Information Asset Register, and the GDPR Individual Rights Workflow.

The Asset Register acts as a map for all the data you hold. It allows you to track where information is stored, and helps you understand why you have it and what it is being used for.

The Individual Rights workflow manages GDPR requests such as the Right to be Forgotten from individuals whose data you hold, allowing you to respond to their requests in a simple and efficient manner within the regulatory time limits. Only authorised users can access this information. And it issues on screen alerts to flag potential non-compliance matters.

Ring-fence data securely in the cloud

Whilst you can host Proclaim on your own systems, Proclaim can also live happily in any secure UK based ISO accredited data centre, meaning data is never held on users devices. This makes it easy to control who has access to client information and means misplaced laptops are not the severe data breach they once were.

Your entire Proclaim database is regularly backed up automatically, so should a disaster strike your offices you can be back concentrating on client care in no time, accessing Proclaim from any location.

Send and receive sensitive data in encrypted emails

One of the newer features of Proclaim is the integration with RMail, which allows you to send encrypted emails to clients.
This means if an email gets intercepted, no data will be at risk because only the intended recipient can see the contents of that email – including any attachments.

It works through Outlook, so there’s no additional effort required from the sender. There’s a simple button you can press to ‘encrypt’ any email and then send it directly through Proclaim. Your recipients can even reply to the encrypted email in a secure encrypted portal.

You can also see when the email has been read by the recipient, which acts as proof of delivery – admissible as evidence in a court of law.

If security is important to you – and it should be – then Proclaim is the obvious choice as a Case Management solution.

You can find out more about this software by requesting a no obligation demonstration. Just visit this page.

Embracing app technology

Darren Gower (pictured), Marketing Director at Eclipse spoke with Legal Practice Management magazine to discuss why law firms shouldn’t think that, just because they’re operating in a traditional working environment, they’ve missed their chance to adapt.

If we’re honest, the legal sector has never been particularly quick to adopt new technologies. Traditional ways of working have always served us well in the past, so why change anything?

Well, the answer is because we can always get better. There’s always a new way to improve the level of service that law firms can offer their customers, and it’s often done through technology.

Digital technologies in particular have a big impact on businesses because they’re able to boost efficiencies. They can cut down time-consuming tasks into more manageable jobs, enabling more time to be spent on other areas of the business.

But it’s not just about embracing technologies that allow your fee earners to be more productive. You can also put these solutions into the hands of your customer – not only creating a better experience for them – but a more exciting one.

And the way to do that is through apps. Most people have a smartphone or a tablet and are used to using apps on a daily basis for a variety of things – from online banking and shopping, to browsing social media and reading the news.

The ability for them to communicate with their legal team through a simple, easy-to-use app –available 24/7 – is a huge benefit. They can view information about their case anytime without having to pick up the phone or send an email and wait for a response.

Certain apps used by law firms provide real time information, so users know that it’s completely accurate and up to date.

This additional value will encourage people to pay for and retain your services. You have to ask yourself what you can do that other law firms can’t. Using new technology is a great way of gaining an edge on your competitors.

Other firms are already providing these services – so you might be the one being left behind and losing that edge. The more quickly you implement apps and other process improvement features, the more you will benefit.

But it’s never too late. Don’t think that just because you’re operating in a traditional working environment, that you’ve missed your chance to adapt, and are behind everyone else.

Apps are going to be a bigger and bigger part of our lives in the coming years. Every day that goes by without you offering these powerful tools is another day that your competitors are gaining an edge.

RIAA Barker Gillette (UK) selects Proclaim Practice Management solution from Eclipse

RIAA Barker Gillette (UK) LLP is implementing Eclipse’s Practice Management solution, Proclaim, the Law Society Endorsed legal software provider.

Established in 1981, the West End law firm is part of the RIAA Barker Gillette Global Alliance, with affiliated offices from New York to Beijing. The firm boasts a leading reputation for the approachability and accessibility of its Partners and offers a highly personalised service. The firm provides a wealth of specialist services, including corporate and commercial, dispute resolution, employment, family, private client and real estate.

As a mid-tier law firm offering a wide range of services, RIAA Barker Gillette (UK) required a solution that could be rolled out across all departments enabling maximum efficiency. Proclaim’s compliance features and integrated document management and accounting systems made it the ideal choice of software.

TouchPoint+, Proclaim’s self-service portal, includes an app that allows the firm’s clients to access information from their mobile devices. This will help RIAA Barker Gillette (UK) to further enhance its position as a leading law firm providing outstanding client care.

Alex Deal (pictured), Managing Partner, of RIAA Barker Gillette (UK), comments:

“We’re delighted to be moving to the Proclaim platform – we’re confident the new system will have a massive impact on efficiency within our business. Proclaim’s flexibility impressed us and will enable us to integrate with our preferred software providers for postcode look-ups, digital dictation and ID/AML checks, making the transition to a new Practice Management system even smoother for both our clients and our team.”