Remote Work Security Best Practices for Law Firms

Remote work has become a permanent fixture in the legal industry. Whether attorneys are working from home, support staff are operating from different time zones, or virtual assistants are handling administrative tasks remotely, law firms must ensure that client data remains secure regardless of where the work happens. The ethical obligation to protect client confidentiality does not change just because the work environment has.

Bar associations across the country have issued opinions confirming that lawyers have a duty of technological competence, which includes understanding the security risks of remote work and taking reasonable steps to mitigate them. A data breach not only exposes the firm to financial liability and reputational damage but can also trigger disciplinary action.

Require Virtual Private Network Connections

A VPN (Virtual Private Network) encrypts all internet traffic between a remote worker's device and the firm's network, preventing eavesdropping on public or home Wi-Fi networks. This is one of the most fundamental security measures for any remote work arrangement.

Key VPN considerations for law firms:

• Use a business-grade VPN provider rather than free consumer options
• Require VPN connection before accessing any firm systems, email, or documents
• Enable split tunneling carefully so that only firm-related traffic goes through the VPN if bandwidth is a concern
• Set automatic connection so the VPN activates whenever the device connects to a network
• Monitor VPN usage logs to detect unusual access patterns

For firms using cloud-based practice management software, the platform itself may provide encryption in transit. However, a VPN adds an additional layer of protection that is especially important when accessing firm resources from unfamiliar networks.

Enforce Multi-Factor Authentication Everywhere

Passwords alone are no longer sufficient protection. Multi-factor authentication (MFA) requires a second verification step, typically a code from a mobile app or hardware token, making stolen passwords useless without the second factor.

Implement MFA on:

• Practice management software like Clio, MyCase, or PracticePanther
• Email accounts (the most common entry point for attackers)
• Cloud storage services like Google Drive, Dropbox, or SharePoint
• Remote desktop and VPN connections
• Banking and financial platforms

Use authenticator apps like Microsoft Authenticator or Google Authenticator rather than SMS-based codes, which are vulnerable to SIM-swapping attacks. Hardware security keys like YubiKeys provide the strongest protection for high-risk accounts.

Establish Device Security Standards

Remote workers may use personal devices, firm-issued devices, or a combination of both. Regardless of ownership, every device that accesses client data must meet minimum security standards.

Required device security measures:

• Full-disk encryption enabled on all laptops and desktops (BitLocker for Windows, FileVault for Mac)
• Automatic screen lock after five minutes of inactivity
• Current operating system and security patches installed within 48 hours of release
• Endpoint protection software (antivirus and anti-malware) that is actively monitored
• Remote wipe capability so a lost or stolen device can be erased immediately

Consider implementing a Mobile Device Management (MDM) solution that allows the firm to enforce these policies centrally rather than relying on individual compliance.

Control Access Based on Roles

Not every staff member needs access to every matter or system. Role-based access control (RBAC) limits each person's access to only the information they need to perform their job, reducing the blast radius of any single compromised account.

Implement access controls by:

• Assigning matter-level permissions in your practice management software
• Creating user groups for attorneys, paralegals, billing staff, and administrative staff with different permission levels
• Reviewing access quarterly and revoking permissions when roles change
• Disabling accounts immediately when staff members leave the firm
• Using the principle of least privilege as the default for all new accounts

Secure Communication Channels

Email remains the most common vector for cyberattacks against law firms. Phishing emails that impersonate clients, courts, or colleagues trick recipients into revealing credentials or downloading malware. Remote workers may be especially vulnerable because they cannot simply walk to a colleague's desk to verify a suspicious request.

Protect communication channels by:

• Training all staff on phishing recognition with regular simulated phishing exercises
• Using encrypted email for sensitive client communications (many bar associations recommend this)
• Implementing email filtering that blocks known malicious senders and suspicious attachments
• Establishing a verification protocol for any email requesting wire transfers, password changes, or sensitive information
• Using secure messaging platforms within your practice management software instead of email when possible

Create a Remote Work Security Policy

Ad hoc security measures are insufficient. Your firm needs a written remote work security policy that sets clear expectations and consequences. This document should cover:

• Approved devices and operating systems
• Required security software and configurations
• VPN and MFA requirements
• Acceptable use of personal devices for firm work
• Physical security of devices and documents in home offices
• Incident reporting procedures for lost devices or suspected breaches
• Consequences for policy violations

Distribute the policy to all remote workers, require a signed acknowledgment, and review the policy annually to account for new threats and technologies.

Plan for Security Incidents

Despite your best efforts, security incidents can still occur. A incident response plan ensures your firm reacts quickly and effectively rather than scrambling in the moment.

Your plan should include:

• Defined roles and responsibilities for who does what during an incident
• Contact information for your IT provider, cyber insurance carrier, and legal counsel
• Steps for containment such as disabling compromised accounts and isolating affected systems
• Notification obligations under state data breach notification laws and bar rules
• Post-incident review procedures to identify root causes and prevent recurrence

Test your incident response plan annually through a tabletop exercise that walks your team through a realistic scenario.

DocketHire Takes Security Seriously

When you work with DocketHire, you can trust that our virtual legal assistants follow rigorous security protocols. Our team members use encrypted connections, comply with your firm's security policies, and are trained in data handling best practices for legal environments. Learn more about DocketHire's approach to keeping your client data safe while providing the remote support your firm needs.