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Six Cybersecurity Best Practices for Law Firms using VoIP

by | Jan 26, 2023 | Business, Cyber Security, Humans & IT, Software

It is crucial for law firms to prioritize cybersecurity, especially when using VoIP systems. This is because law firms handle a great deal of sensitive and confidential information. If a law firm’s VoIP system were to be hacked, it could lead to the theft or misuse of sensitive client information, which could have severe consequences for the firm and its clients.

In addition, a cyber attack on a VoIP system could disrupt the firm’s communication ability, significantly impacting its operations and bottom line. Law firms can protect their systems, clients’ information, reputation, and financial well-being by prioritizing cybersecurity.

Strong Passwords

Strong and unique passwords are vital for protecting VoIP accounts and devices from cyber attacks. This is because passwords are often the first line of defense against unauthorized access to systems and devices. If a hacker can guess or obtain a password, they may gain access to the corresponding account or device.

To create and manage secure passwords, it is essential to follow best practices such as:

  1. Use a combination of letters, numbers, and special characters to create a strong and unique password.
  2. Avoid using common words or personal information in your passwords, such as your name or birthdate.
  3. Use a different password for each of your accounts and devices.
  4. Consider using a password manager to help generate and store unique and secure passwords.
  5. Change your passwords regularly, especially if you suspect they may have been compromised.

By following these best practices, you can help to ensure that your VoIP accounts and devices are protected from cyber-attacks.

Two-Factor Authentication

Two-factor authentication is a security process that requires users to provide two different authentication factors to verify their identity when logging into an account. This adds an extra layer of security to VoIP accounts by requiring users to provide something they know (such as a password) and something they have (such as a phone or security key).

Various methods can be used for two-factor authentication, such as:

  1. SMS – A code is sent via text message to the user’s phone, which the user must enter to complete the login process.
  2. Email – A code is sent to the user’s email address, which the user must enter to complete the login process.
  3. Authenticator apps – Users can download an app that generates a code that must be entered to complete the login process.

By using two-factor authentication, law firms can add an extra layer of security to their VoIP accounts, helping to protect against unauthorized access and cyber-attacks.

Software and Devices Up to Date

It is essential to keep all software and hardware devices associated with your VoIP system up to date to ensure that the system is secure and functioning correctly. This includes desk phones, softphones (software-based phones), and routers.

Software updates often include security patches that help to protect against vulnerabilities that hackers could exploit. By keeping your software and devices up to date, you can help to ensure that your VoIP system is secure and that any vulnerabilities are promptly addressed.

It is crucial to follow the manufacturer’s instructions to ensure that updates are correctly installed. This may involve downloading the update to your computer and then transferring it to the device or connecting it to the internet, allowing it to download and install the update itself. In either case, it is vital to ensure that the update process is completed successfully and that the device is restarted, if necessary.

By keeping all software and devices associated with your VoIP system up to date and ensuring that updates are correctly installed, you can help to protect your system against cyber attacks and ensure that it is functioning at its best.

Encrypted Communication

Encrypted communication involves using mathematical algorithms to encode data, such as voice calls, in a way that makes it difficult for unauthorized parties to intercept and understand the content. This can be particularly important for VoIP calls, as these calls are transmitted over the internet, which makes them vulnerable to interception by hackers.

There are several benefits to using encrypted communication for VoIP calls, including:

  1. Improved security – Encryption helps to protect against unauthorized access to calls, preventing sensitive information from being accessed by unauthorized parties.
  2. Compliance – Some industries, such as law firms, healthcare, and finance, must use encrypted communication to protect sensitive information.
  3. Trust – Encrypted communication can benefit the business’s day-to-day running because it helps build trust with clients and partners. It does so by demonstrating a commitment to the security of communications.

You will need to use a VoIP service or software that supports encrypted communication to enable encryption for your VoIP system. Many VoIP services and software offer this feature, but it may need to be enabled or configured in the settings. Following the manufacturer’s instructions is essential for enabling encryption on your system.

For more information on the importance of data compliance for Law Firms, check out EVERNET’s Guide To Data Privacy Compliance E-book.

IT Support Team

It’s vital for law firms to work with an IT support team to ensure the security of their VoIP system. An IT team can provide technical support and scan for potential threats and vulnerabilities. They can also provide training and education to employees on cybersecurity best practices. The IT support services can handle updates and maintenance to ensure the system for any operating system and make sure it is always running smoothly and securely.

Working with an IT team can provide peace of mind and help law firms comply with relevant regulations and laws. They typically offer 24/7 customer support to help with everything from problem-solving to disaster recovery.

At EVERNET Consulting, we are dedicated to helping organizations navigate the challenges of VoIP. We look to find the solutions that best fit your company’s needs. Whether you’re looking for IT support, software recommendations, or guidance on how to make the most out of VoIP, we are here to help. Let’s schedule a discovery call and see how we can help you work smarter, not harder.