Why the cloud is still safer than your burglar-proof, fire-proof file cabinet

I get it. This whole “cloud storage” thing is a bit intimidating and somewhat hard to grasp. If you haven’t jumped on board thus far, it’s probably because you are still questioning the security of this virtual mass of data floating somewhere in the digital atmosphere. Your concerns are understandable, but according to cybersecurity experts, they aren’t valid.

File retention has always been a major concern for legal practitioners. What do I keep? Where do I keep it? How do I protect it? These questions may have prompted you to purchase the most secure filing cabinet on the market. Well, I hate to break the news to you, but the cloud is still more secure than your top-of-the-line, burglar-proof, fire-proof file cabinet.

Let’s talk paper. Even with a top-notch filing system in place, your paper files and documents are constantly vulnerable. When taken in and out of the cabinet, they can be torn, burned, lost or stolen. It only takes a minute for a stressed out associate to leave a client’s file on a restaurant table or for a busy legal assistant to inadvertently leave a “secure” file cabinet open. Paper files are also susceptible to manipulation. A damaging document may go missing or an important entry changed. The lack of security with a paper file makes each of these types of breaches completely possible.

Now, let’s talk about the cloud and three specific reasons why it outshines your fancy file cabinet when it comes to security.

1. Access – When setting up cloud-based storage, you can employ security measures that strictly limit access. That means that anyone trying to access your data, must have the correct credentials as set by you. In addition, there are electronic trails which let you know exactly when, where and how your confidential data was accessed. Some cloud security systems even notify you in real-time when unusual access attempts are detected.
2. Loss – With the cloud, there is no scenario where some random guy picks up a paper client file left by your associate. While password protection provides one layer of security, the cloud also offers encryption which adds another layer of security for your most confidential information. You can encrypt specific words, paragraphs, or pages of a file, making this information accessible only to only the most highly classified individuals. You also don’t have to worry about the destructibility of an electronic file. It is virtually impossible even in cases of burglary and fire.
3. Constant supervision – Maybe you could pay someone to come in and stand guard over your filing cabinet 24 hours a day and seven days a week. Highly unlikely, right? With cloud storage, you get 24-hours  of security over you are most confidential data. The best cloud systems are maintained with the most up-to-date cybersecurity. Monitors are consistently looking for potential breaches, but also constantly working to prevent new security threats. It’s like having your own personal cyber security army at your service.

Isn’t it time to upgrade from that fancy file cabinet and jump into the cloud? You have a lot at stake and your clients depend on you to keep their vital Information secure. TimeSolv legal billing software helps you painlessly begin the transition with a state-of-the art cloud storage for all of your time tracking and billing data. Click here for a free 30 day introduction.

About Erika Winston:

Erika Winston is a freelance writer with a passion for law. Through her business, The Legal Writing Studio, she helps legal professionals deliver effective written messages. Erika is a regular contributor to TimeSolv and a variety of other publications.