The ubiquity of high-speed wireless networks has lulled some attorneys into a false sense of security. Just because a voice file is emailed from an attorney’s own mobile device on a cellular network does not mean that it is protected from hackers, or that the recording will reach its intended recipient.
While digital dictation technology has improved the accessibility, reliability, and transportability of case information, it has introduced several security risks. Whereas a locked drawer for paper files could easily and reliably prevent unwanted access, an electronic system can more easily allow that access unless certain safeguards are put in place.
The key to effective security lies in considering the entire document lifecycle. Consider that roughly 85 percent of voice recordings contain documents not yet transcribed. Preserving document integrity, therefore, means not only storing documents securely, but also ensuring that they are created, transmitted, and accessed in a secure manner.
To protect digital voice files and documents throughout the lifecycle, legal firms need appropriate enterprise systems and mobile software applications. With hundreds of mobile dictation apps for smart phones and numerous office programs available, it can be time-consuming to decide on the right solution. By narrowing the search to vital storage and transfer security features, however, attorneys can be assured that confidential information and their reputation will be protected.
Prevent unwanted access
A significant risk associated with digital document creation is unwanted access. If a digital dictation system can limit entry at all potential access points to only those individuals with the proper rights, such as with a PIN code or password, then the technology has neutralized one of the biggest threats to confidentiality.
Even in situations of human error, such as when an attorney loses a recorder, security should be preserved in case the device falls into the wrong hands. This involves not only restricting access to the device but also encrypting all documents housed in it. While many recorders use encryption, it is important to make sure that the encryption is in real time and remains in play even when the battery is removed from the device and the unit shuts down.
As mentioned at the beginning, data transmission should not occur over unsecure email. Instead, when using smart phone devices such as an iPhone® or BlackBerry®, it should take place directly between the device and the firm’s server. To be totally effective, the transmission process within a dictation app should involve 128-bit file encryption sent in segments that must be reunited to reveal their content.
For the office system, remote device management software allows administrators to centrally configure all digital recording devices. This feature ensures users cannot override security settings and helps guarantee that equipment and documents remain secure at all times.
Flexible and easy-to-use
To prevent lawyers from getting frustrated and seeking workarounds, a digital dictation system must be easy to use and operate. For example, files should be encrypted automatically, and the uploading process should be intuitive. The less work an attorney needs to do to realize complete security, the better.
Tools that require legal firms to change their processes are seldom helpful because they are seldom used. When selecting digital dictation technology, it is important to consult with an expert who understands the individual law firm’s specific needs.
Before purchasing a digital dictation system, law firms should also consider the software currently used in the practice, and whether the digital dictation system will successfully interface with that software. For example, system administrators should verify the practice has the latest version of its operating system to most effectively support the newest digital dictation technology.
Using digital dictation technology in conjunction with digital document storage systems and remote device management software can close gaps in security. By protecting the transitions between communications and addressing the entire document lifecycle, legal firms can shield themselves from the embarrassment, liability, and potentially negative financial impact of breaches in information security.
Introducing the all-new Philips Pocket Memo 8000
The Pocket Memo dictation recorder takes dictation to a new level. Breakthrough 3D Mic technology delivers best audio quality in any recording situation. Its robust yet lightweight stainless steel design offers perfect ergonomics for working over longer periods of time. Coupled with SpeechExec Pro software for efficient data management and a docking station for uploading your files, going from your voice to your text document has never been quicker.
For more information on the new Philips Digital Pocket Memo 8000 or any other models in the Philips range please contact Powerhouse Dictation Systems:
Tel: 011 887 1056