Attorneys should not be faulted for being slightly slow to adjust to the lighting quick changes in technology. After all, attorneys did not go to school to study information technology. These legal practitioners are masters of language, research and debate. However, there are some fairly simple email tips and tricks that can benefit every attorney.
Improve Your Email Password Security
Password strength is essential to preventing the unauthorized use of attorney email accounts as well as other web-based accounts. If you are using a password that can be found in the dictionary or a password that someone can guess by looking at your family tree, your information is at risk. Furthermore, if you have any reason to believe your email account has been compromised, change your password right away. Your email password should be at least eight characters in length. Those characters should be a combination of upper case letters, lower case letters, numbers and special characters.
Use Two Factor Authentication
Two factor authentication provides an additional layer of security to your account. Two factor authentication requires you to enter your password along with another code such as a string of numbers texted to your phone. However, two factor authentication is not a foolproof method of protecting your account. If a hacker is determined enough to access your email data, he or she will go to great lengths to compromise your account. Your mission is to make such a hack as difficult as possible.
Never Store Passwords in the Vicinity of Your Computer
It is a mistake to write down your email password on a sheet of paper, fold it in half and slide it under your keyboard or monitor. If anyone can simply walk by your cubicle or office and find your password, it is only a matter of time until someone with bad intentions accesses your email.
Change Your Password Every Couple Months
If you think it will be difficult to remember your password, use a password manager. Password managers create, pull and track user passwords. Just make sure you do not forget your password manager login/password or you won’t be able to access your passwords. If you are against the idea of using a password manager, opt for passwords you can memorize. This way, you will be able to recall your passwords from memory in a moment’s notice without relying on a digital password manager.
Recognize the Fact That Email Will Never be Completely Secure
Regardless of how many digital security measures you put in place, email will never be 100% secure. Make sure your clients are aware of this fact. Encourage clients to share highly-sensitive information face-to-face as opposed to through email. Clients should never share their bank account number, credit card number or Social Security number through email or text message. Above all, share your newfound knowledge of email security with your support staff. Spread the word about how to email securely and you will dramatically reduce the chances of an email breach at your law firm.