This is the next post in my series on how Evernote can be used to improve your law practice. I’ve previously looked at how to best set up your Evernote file system and how attorneys can use the software to easily create a paperless law office. In this post I’m going to look at how Evernote ties into a topic that is pretty relevant these days – improving cyber security. Moving more of your law practice online to the “cloud” is far more secure than how most are currently going about things. Lets talk about 1) why it’s more secure to move your information online into Evernote and 2) how to go about it correctly.
It seems like we can’t go long these days without hearing about another high profile hack of a cloud service. The latest is Sony’s Playstation store, as reported by Cnet1. Why these hacks are occurring is an issue related to human error and not cloud computing, which is a rant for another article. The important thing to understand here is that the Cloud is more secure than the current server setup employed by most law firms. Ask yourself a few questions – how many times have you had to clean viruses or malware off of your office computers? How many times have you run into IT problems due to people downloading items or clicking links that they shouldn’t be clicking? How much productivity do you lose while waiting for your IT guy? The bottom line is that the likliehood of your data being compromised, through your own internal data vulnerabilities, is much higher than the likliehood of Evernote being hacked. I’ve previously written on how to fix law firm cyber security. A big step of that process is the switching to cloud services. If you want to increase security and improve productivity at the same time than switch to Evernote. If you’re opposed to prosperity then keep on truckin’ down your current path.
Ensuring your Evernote files are secure requires two basic steps. First, enable two-factor authentication in the software. This means that, even if Evernote were hacked and someone obtained your passwords, they wouldn’t be able to access your account unless they also had your cell phone – which is required to access a two-factor system. This level of security is huge. You should be activating two-factor authentication on all your services and not just on Evernote. The second big step to becoming secure is to not use the same password for everything. There are two common problems with law firm password management – most attorneys either use the same password for all of their accounts or make each password unique and then can’t remember them. I have to say it blows my mind when I see law offices losing valuable time trying to simply figure out what their passwords are. There’s a simple fix for this. Employ a password manager called Last Pass. I’ve stressed the need to use Last Pass before and won’t re-hash it here; watching this excellent video from Steve Dotto will give you the ins and outs of Last Pass.
Evernote is an amazing tool for law firms. You can use it to go paperless and increase efficiency. I’m also going to be talking about how you can use it to replace your current case management software. Making sure it’s secure, following these steps, is crucial. These steps will make your office more secure than it is currently and eliminates one of the big excuses attorneys give for not implementing a service like Evernote.