Data security solution

In the midst of COVID, lawyers and their clients have had to move meetings online to maintain social distancing and help stop the spread of the virus.

It will come as no surprise that Zoom has become one of the most popular tools for one-on-one and multi-party communication for businesses of all sectors. However, back in March, various news reports highlighted shortcomings in security, which raised valid concerns in the legal sector.

So, how did Zoom respond to these privacy concerns, and it is safe for lawyers to use now? Let’s take a look at Zooms’ data security solution and how the software could benefit your law firm.

Does Zoom have a reliable security solution?

Yes. As online tools go, Zoom is one of the safest options out there. No technology is 100% risk-proof, but if you abide by Zoom’s security solutions then the likelihood of a meeting being hacked is extremely slim, and your data will be protected.

According to a recent interview with Simon Boehme, a mediator and legal technologist, it is only possible to access a Zoom “room” if you have the ten-digit Meeting ID or “join link”. Meeting IDs are sets of random numbers, so a hacker could guess them, but it’s unlikely. Most security breaches have occurred when Meeting IDs have been publicised online.

How to make Zoom more secure

Zoom has a myriad of benefits for law firms, including accessibility, reliability, affordability and the ability to add up to 100 guests (or 500 with a Large Meeting add-on). It is extremely usable and has a number of different features, including video conferencing, webinars and the ability to integrate with other apps.

However, in the legal sector, security is an important factor that cannot be overlooked –especially if you’re sharing files or sensitive data. Luckily, Zoom has a number of security solutions that can and will protect your firm when harnessed correctly.

Set up a meeting password

Firstly, the platform allows you to create a password when you set up a new meeting. That way, only participants with the Meeting ID and password can join.

Of course, you’ll want to use a strong, secure password and ensure all the participants in your meeting keep this information private.

Turn off “join before host”

When setting up a meeting, you should also turn off the “join before host” option so that you (the host) has control over who enters your “room” and when. That way, other users can only join the meeting once you let them in.

Join by domain

If you’re worried about security, you can use Zoom’s “join by domain” feature, which only allows authenticated users to join meetings. Your team members will need to sign in to their own Zoom accounts or ensure their email address is on an approved list before they can join your meeting.

Zooms’ in-room data security solutions

Once you’re in a meeting or “room”, you can also make use of Zoom’s security options in the toolbar. Here, you can lock the meeting, control screen sharing, turn off private chat, remove or disable participants, turn off video and report fellow users.

It’s a good idea to familiarise yourself with these security features and share them with anyone else who’ll need to host meetings using the platform.

The bottom line is that Zoom is safe for law firms, but you’ll want to make use of its various security solutions to ensure your data stays private. For more information and updates on legal technology, visit our Intelligence Centre.