Client confidentiality remains an ethical obligation and priority in law offices. As remote depositions and conferences become the norm, the situation causes new issues regarding security for Zoom meetings. Zoom security for lawyers requires special handling, since mistakes can lead to bar complaints. Here are seven tips to keep your Zoom meetings secure:
- Protect with a password: Zoom allows you to password-protect your meetings. Set up a user ID and a unique password for every participant. They will need both to attend the meeting. Send the password through an email or text. Once you conclude the meeting, retire that password and give the next meeting its own password. Do not reuse passwords or user IDs.
- Lock meetings: Once all required participants show up, lock the meeting to additional attendees. This step keeps unwanted disruptors from entering the meeting and compromising your security. Zoom meeting hijacking is disruptive and unsettling, but also compromises confidentiality. You do not want to risk leaking your client’s personal information or sensitive litigation data.
- Monitor participants: Start with disabling the “join before host” setting. It is easier to keep people out than kick them out once the meeting starts, so never let people join before you log in. Once logged in, use the meeting room setting so you can monitor who requests access to the meeting. That way, you can continue keeping unwanted parties out of it.
- Restrict file sharing: File sharing also leaves clients and Zoom conferences vulnerable. If you do not have a secure file sharing app, those outside your law firm or conference can access sensitive information. You can prevent this breach by restricting file sharing to the meeting and limiting access to specific individuals.
- Limit chat and screen sharing: Zoom meetings contain features that work great for collaborative settings, like chat, screen sharing and annotation functions. However, these are not entirely helpful for legal situations. If you disable these features, there is less room for distraction and a reduced risk of document breach. Unless there is a specific utility you have in mind for these features, there is no reason to use them for conferences.
- Be careful with recording: Zoom includes recording with its paid accounts. If you wish to record a meeting, secure participants’ consent first. However, if you record the meeting, know that Zoom stores the recording in an off-site data center. You do not know the extent of security at that center, and it may not meet ethical obligations. Contact Zoom directly and see where they save your recording. You can also set up recordings to store on a local hard drive or designated cloud drive with guaranteed security.
- Stay updated: Stay on top of your security software and operating system updates. Besides correcting bugs and streamlining functions, these updates also address security. Zoom also provides updates to consider new security challenges. Do not overlook or skip these updates. Otherwise, you risk vulnerability.
Bartelt | Nix Reporting, LLC offers web-based deposition services that provide Zoom security for lawyers. If you are worried about online safety during confidential legal discussions, our experts can help. Call us today to ensure security for Zoom meetings, whether they include depositions, arbitrations or settlement conferences.