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Have you checked your EULAs for any free cloud services you might be using? This is essential to ensure you’re not storing confidential information in a solution that’s not secure.
A EULA is an End-User License Agreement or software license agreement between you (the purchaser) and the licensor (the software company) that defines the ways the software can be used and your rights to use it.
Because some of the free storage solutions like Dropbox, Google, and others aren’t amenable to your client confidentiality requirements, you shouldn’t use them. Unfortunately, some attorneys still do, and as a result, they’re putting their client data and their law firms at risk.
As mentioned, you must ensure your end-user license agreement (EULA) for any software that you use, (especially free software) is thoroughly checked to make sure confidential information isn’t being stored in the open.
Those in the legal field would do well to use cloud-based storage solutions that are paid for (like Microsoft Office 365 or paid versions of G-Suite Services) that state under their terms of service that any mining of data is protected.
Dropbox for Lawyers has free and paid accounts. Some have signed up for the free service because they get 2.5 gigabytes of space at no cost and an option to get more space if they refer a new account holder. Plus, they can upload and even share files through the free account. This sounds like a good deal, but it’s not if your confidential data is at risk.
When looking for a cloud-based solution for your document storage and collaboration needs, make sure you do your research and consider how the available options will affect your clients’ confidentiality.
While you might think the free version of Dropbox for Lawyers gives you a quick, no-cost solution to upload and store files, it could end up costing you in fines and legal fees when your clients and regulatory authorities find that data was breached.
Plus Dropbox for Lawyers can cause serious issues when it comes to the precise level of document management needed in the legal industry. Between ethics and organization, none of the no-cost solutions should be your law firm’s go-to answer for cloud-based collaboration and storage.
Other than a EULA that guarantees the security of your confidential data, look for a cloud-based solution with law firms in mind. One that:
You can use Google’s free services to write blog posts, create and update website information, and for operations where confidential data isn’t included. There are some great tools in the Google Suite, but using them for anything related to sensitive client data is not recommended.
If you’d like to learn more about EULAs and using the Cloud securely, contact Radius IT Solutions in Stoneham, MA.
In the meantime, if you found this article helpful, we have many more that we publish monthly in Our Blog.