Issue link: http://read.uberflip.com/i/45522
FROM VOICE RECORDING TO STORED DOCUMENT: A LIFECYCLE OF SECURITY • Interfaces Well with Remote Device Management Software: This type of software allows administrators to centrally configure all digital recording devices. It is human nature to work around things that are perceived as unnecessary or annoying, such as having to enter a PIN to access a digital recorder. Some attorneys may attempt to disable security features with the goal of saving time or preventing hassle. Remote device management software can eliminate this possibility by ensuring users cannot override security settings. This helps guarantee that all equipment and documents remain secure at all times. This software also helps keep track of all the approved devices used by a law firm, keeping individuals from — intentionally or unintentionally — using their personal devices and linking them to the firm's secure server. Personal devices are seldom secured, so any data transferred with these devices could present a security threat. In fact, some remote device management systems can recognize when any unregistered piece of equipment interfaces with the secure system and prevent that equipment from accessing and interacting with secure fields. This avoids both accidental and malicious breaches in security. In addition to security, management software promotes consistency among devices by automatically updating firmware when changes occur and restoring settings when necessary. Consider the lawyer who loses his recorder while out of town on business. Upon returning to the office, the attorney visits the system administrator who configures another recorder with the same settings as the original one. The lawyer is able to resume work with his new recorder right away because it is programmed in exactly the same way as the old one. Meanwhile, the original device is encrypted and PIN-protected, so its information cannot be accessed by anyone who finds it. • Supports Ease of Use: To prevent lawyers from getting frustrated and seeking workarounds, a digital dictation system must be easy to use and operate. For example, files should be encrypted automatically, and the uploading process should be intuitive. The less work an attorney needs to do to realize complete security, the better. PREPARE TO PROTECT The old adage remains true: An ounce of prevention is worth a pound of cure. While a law firm may never experience a breach in security, it is important to prepare for such incidents. When they do occur, the potential damage and aftermath can be significant. Using digital dictation technology in conjunction with digital document storage systems and remote device management software can close many gaps in security. By protecting the transitions between stages and addressing the entire document lifecycle, legal firms can shield themselves from the embarrassment, liability and potentially negative financial impact of breaches in information security. ILTA www.iltanet.org Risky Business 63