Are Cloud-Based Minute Books 100% Secure? A Quick Rundown on What to Expect and Look For in Legal Software.
There’s never such a thing as a 100% secure system. But minimizing security risks should always be top of mind when considering moving your documents and records to the cloud. Reliable cloud-based legal applications should provide these types of security measures, so that you can enjoy the convenience of digital minute books without the worry of security vulnerabilities.
Our MinuteBooks platform employs the highest standards when it comes to security as we understand how important security is. But for legal professionals there may be plenty of technical terminology that just seems to sound like a whole new language.
In this article we will help break down some of the terminology and help legal professionals understand these features a little better:
1. End-to-end encryption
There are different types of encryption such as TLS and SSL just to name a couple. These “techy” terms simply means only the users sending and receiving records can actually view them.
For example, if we send a message with just the word “Hello” to someone, the word “Hello” stored in systems and during the transfer process will be made up of scrambled characters that could look like this: “#^k0FK3*%dkid0_4a.” Only the person receiving this message will be able to see the unscrambled message.
The system itself or other system users won’t be able to view such documents with this security feature because they’re encrypted. In the event of a global system hack, your documents should remain protected.
2. User permissions and management
This security feature grants you the ability to be the bouncer at the door. Who you let in is up to you. In other words, who you want to be able to view, access, and manage minute books is up to you. You can create user permissions for your organization so that only specific employees on specific projects can view client records.
This also includes your clients as well as you can also grant permissions to specific clients to view documents.
3. Multi-factor authentication
Basically, multi-factor authentication requires you to login and then confirm your login on an approved device.
You have most likely already experienced this when logging into certain platforms. Once you login with your basic credentials, a text message will be delivered to you with a numeric code that you will have to use to complete an additional step before being allowed to fully login to your account.
Multi-factor authentication has become a successful security feature to ensure that the right individual is logging in since only this individual should have access to his or her own device and preventing breachers to accomplish this extra step.
4. Secure audit log and reporting
This feature is both convenient for records tracking and security as it allows you to fully see every action that has been made to every document. Whether it has been shared to a client or it has been edited, there is a complete audit log of actions made to a document.
Knowing the full details of changes to documents allows you to make sure records remain 100% authentic.
5. Security Patching
As security breachers evolve and learn to adapt they are constantly changing their tactics to breach servers. This means security standards must also constantly change and look for backdoors.
Patching our systems means there is 24/7 monitoring and scanning that are constantly in effect and looking for any backdoors or holes that may be left vulnerable. Real-time application health monitoring allows our security experts to ensure we are consistently staying ahead of protocols.
Security is crucial for any organization and especially when it comes to legal records and information that are highly sensitive. Finding the right legal software should always start with understanding and discovering what security features are in place.
The features above are just some of the security measures that our cloud-based MinuteBooks utilize. While every digital system is vulnerable to attacks, we have employed the highest standards when it comes to security so cloud-based legal records can stay ahead of potential threats.
Cloud-based corporate minute books are the future. Are you ready to make the change? Learn more about pricing and the full features of MinuteBooks.