It’s easier to swipe a client file from a desk or file cabinet than to hack into someone’s Dropbox account. But, lawyers are rightly concerned about following ethical guidelines to ensure confidentiality of client information. If you’re on the fence about using Dropbox, ramp up security first, then dive in.
Here are five ways to secure your Dropbox account.
1. Enable Two-Step Verification – Whenever you sign in to your account on the Dropbox website or link your account to a new device, a security code is sent to your phone. You’ll need to enter both your password and the security code. Login to your Dropbox account on the web, go to Settings and click on the Security tab. See more: Dropbox, The Popular Cloud Service For Lawyers Adds Another Layer Of Protection.
2. Enable Email Notifications – Get notified when someone else tries to connect a device or app to your Dropbox account.
3. Review Third-Party Apps – Lawyers who store sensitive client information in Dropbox should carefully review each third party application they want to connect to their account. And definitely keep them to a minimum. Review regularly and delete those you’re no longer using.
4. Manage Shared Folders – One of the more useful features of Dropbox, Shared Folders, can quickly spiral out of control. Roles change in the office and collaborators drop off a project and new information not meant for those eyes may be exposed. And only you, the owner, can kick out members. Go to your account on the Dropbox website and click on Shared Folders in the left column.
5. Add Another Layer of Encryption – Dropbox encrypts your files after they’ve been uploaded, but they hold the key. For the lawyer that wants a further layer of encryption, such as encrypting files before uploading to Dropbox, several options are available. One option is TrueCrypt. (See TrueCrypt: Secure Confidential Documents On Your Hard Drive And In Dropbox.) Note that you may lose some of the functionality that makes Dropbox useful in the first place – like collaboration around shared folders.
Dropbox offers a useful service and each lawyer will have to decide if it’s appropriate for them, and if so, how to use it. Security is a chief concern. These steps will help temper that concern.
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