5 eDiscovery Security Features Every Law Firm Should Use
Takeaway: Your clients trust you with sensitive information, so make sure your eDiscovery software has these key security features: (1) Encrypted Cloud storage, (2) Multi-factor authentication, (3) Control over permissions and users, (4) Trustworthy redaction, and (5) Secure production sharing.
Are you using these 5 essential eDiscovery security features?
Your clients’ data is meant to be private. So, keep it that way by choosing eDiscovery software with these crucial security features. 1. Cloud storage for bank-grade security The first thing you need to do is make sure your eDiscovery software stores your data in the Cloud. That is, a global network of servers owned by software giants like Amazon and Google. If you use Dropbox, Google Drive, or any Apple product, for example, then you’re already in the Cloud. The Cloud is convenient because you can access your data from anywhere – all you’ll need is a laptop and an internet connection. But the Cloud also gets you the kind of security that banks use for their online transactions. Because Cloud providers invest millions of dollars in protecting your data.
- They protect your data from physical damage (fires, floods, etc.). And they have generators to make sure their servers are always powered up.
- They protect your data from intruders and hackers. They do rigorous background and security checks for employees and IT professionals that come in contact with their servers. They use technology like encrypted biometric identification to make sure only authorized vendors are connecting to their servers. And they regularly test their software and hardware to make them hack-proof.
- They encrypt your data. And when you want to delete it, they use crypto-shredding to delete the encryption keys. This guarantees that your data is wiped thoroughly. Also, they mask (i.e., hide within random characters) vital information like credit card numbers.
- They have advanced data recovery tools to retrieve your data if it gets lost. And they make sure your data doesn’t get mistakenly corrupted, edited, or mixed up with other users’ Cloud data.
2. Multi-Factor Authentication (MFA). So no-one else gets into your eDiscovery software
eDiscovery providers often use the Software as a Service (SaaS) business model. So, rather than running it on your computer, your eDiscovery provider runs your software in the Cloud. And you access your data online, as you’d do with Gmail. But to keep things secure, they give you the option of multi-factor authentication when signing in. This adds a level of protection because you’ll need more than one piece of information to verify your identity when logging in. You’ll enter your password and then also receive an authentication code – either as an SMS or from a trusted ‘authenticator’ application (like Google Authenticator) on your cell phone. MFA is what high-security services like ATMs use – where you need both your debit card and PIN. Most email services use it too. (Note: Both these examples can be more accurately called two-factor authentication since you need no more than two pieces of information to get in.) Learn how eDiscovery applications set up MFA.
3. Control over permissions and users. So you can choose who does what.
You may not want everyone on your team to have full control of a case. So, the best eDiscovery applications let you allot different levels of access for each user. For example, eDiscovery software GoldFynch has four levels of access:
- Level 1: Reviewers – They can search and review data. And generate reports and ‘productions.’
- Level 2: Users – They have reviewer privileges, plus they can upload, move, rename and delete files. They can also modify tags, productions, and reports.
- Level 3: Admins – They have level 1 & 2 privileges. Plus, they can add, remove, and change roles for users.
- Level 4: Owners – They can do all of the above, plus delete cases.
4. Trustworthy redaction. To remove sensitive information.
Many of your documents will have privileged information that needs to be kept private. Redacting this text might seem straightforward: Just draw a black box over the sensitive paragraph, right? This is what your eDiscovery software does, but there’s a bit more to it. For example, it can’t just ‘place’ the redaction box over the sensitive text. It needs to anchor it securely. Otherwise, someone could just ‘cut and paste’ the box out of the document and read whatever is underneath. Also, are you using Optical Character Recognition (OCR) on a PDF? If so, you’ll need to redact both the original PDF and the newly generated text file. And there are so many more examples of how a faulty redaction tool can lead to serious errors. So, test out your eDiscovery software thoroughly.
5. Secure ‘production’ sharing. So your cases don’t land up in the wrong hands.
Your data is most vulnerable when you share productions with your team. So, the best eDiscovery applications let you link to these productions, instead of downloading them and mailing/emailing them to your team or clients. People with the link can view your production from within your eDiscovery application, where your data is encrypted and protected from prying eyes. Plus, you’re sharing only the completed production – not the original files. So, there’s no danger of anyone reading privileged content. Learn more about sharing productions.
Want secure eDiscovery? Try GoldFynch
It’s a fresh, adaptable eDiscovery application with all the features that a discerning small-to-medium size law firm needs.
- It costs just $25 a month for a 3 GB case: That’s significantly less–every month–than the nearest comparable software. And hundreds of dollars less than many others. With GoldFynch, you know what you’re paying for exactly – its pricing is simple and readily available on the website.
- It’s easy to budget for. GoldFynch has a flat, prorated rate. With legacy software, your bill changes depending on how much data you use.
- It takes just minutes to get going. It runs in the Cloud, so you use it through your web browser (Google Chrome recommended). No installation. No sales calls or emails. Plus, you get a free, fully-functional trial case (0.5 GB of data and processing cap of 1 GB), without adding a credit card.
- It can handle even the largest cases. GoldFynch scales from small to large, since it’s in the Cloud. So, choose from a range of case sizes (3 GB to 100 GB, and more) and don’t waste money on space you don’t need.
- You can access it from anywhere. And 24/7. All your files are backed up and secure in the Cloud. And you can monitor its servers here.
- You won’t have to worry about technical stuff. It’s designed, developed, and run by the same team. So, its technical support isn’t outsourced. Which means you get prompt and reliable service.
Want to learn more about GoldFynch?
For related posts about eDiscovery, check out the following links.
- 5 Annoying eDiscovery Problems You Can Solve with the Right Software
- eDiscovery: Can I Choose Where My Data Gets Stored?
- 5-Minute eDiscovery: How to Save Time and Money for Your Small Law Firm
- eDiscovery Overload: What to Do When Your Small Law Firm Has Too Much to Handle
- 3 Essential Vs Non-Essential eDiscovery Software Features
- 8 Common eDiscovery Mistakes Your Small Law Firm May be Making