What Does Your Law Firm Need in Collaboration Software?

Choosing a secure file sharing option for a law firm could include high-level needs like ease-of-use and security, but it could also include factors that are more specific to your firm and/or practice area (for example: data governance, data leak prevention, digital rights management, and workflows).

• Does it have encryption options and other security features?
• Is the platform secure? Ideally, your file sharing platform should run regular security checks.
• What are the granular permission settings?
• Does it have the option to add watermarks?
• Can you share different levels of files (documents/subfolders/entire folders)?
• How easy is it for your team to use the platform to collaborate?
• Does the tool provide external client/ partner accounts without charging?
• Can you quickly and easily change or restrict permissions?
• Does the file sharing/cloud storage platform fit within your budget?

Client Portal for Lawyers

With FileCloud, you can create a law office electronic filing system within seconds! Only pay for your own staff and gain access to unlimited free client accounts. FileCloud also provides features such as comprehensive audit logs, file-change notifications, and seamless file-sharing features.

FileCloud’s client portal can be hosted anywhere with three hosting options: cloud hosting with FileCloud Enterprise Online via Amazon AWS/AWS GovCloud, self-hosting with FileCloud Enterprise Server (on-premises), or hybrid hosting that includes local storage (HDD, NAS/SAN).

FileCloud provides a powerful file sharing and sync platform for lawyers and enables law firm secure document sharing with clients. FileCloud meets the specific file sharing requirements of law firms such as secure file sharing, advanced file sharing controls (public, private, and temporary shares), document preview, detailed file share auditing (what, when, who, where, and wow), integration with existing file shares and NTFS permissions, data leak prevention, and endpoint protection.

Is the cloud safe for law firms, and can you protect client confidentiality? You can with FileCloud by either self-hosting the data on your servers (on-premises) or running it from our cloud service. Run FileCloud under your custom business domain, streamline document workflows, and improve productivity. FileCloud’s unique capabilities to monitor, prevent, and fix data leaks also help lawyers meet unique security requirements.

Enterprise Record Management

With rising government regulations and legal mandates, sensitive documents and corporate files must be securely managed. FileCloud’s federated records management system efficiently manages records throughout their lifecycle, from creation to distribution to archival/deletion. Enterprises process large amounts of information from various internal and external sources, such as document files, emails, digital documents, photos, audio recordings, contracts, images, and videos. The records management system is responsible for identifying information to be retained as records and managing them throughout their lifecycle, with the ability to fetch records when required for legal proceedings or internal processes.

Watermarks in FileCloud

Watermarks are an important tool that many law firms use. These can be added to documents so law firms can recognize different versions of documents and thus identify if information has been breached or compromised. Administrators can easily add watermarks for all previewed/downloaded files in the FileCloud ecosystem.

This allows law firms and those within the legal industry to share their documents with confidence, as they’ll be able to know who accesses them at any given time.

Digital Rights Management

With FileCloud, you have options beyond watermarks when it comes to your sensitive documents. We understand the need for granular share permissions, but you also have the option to change document permissions even after sharing. You’ll be able to change the read, write, and share permissions after distribution. Even if an unauthorized user gains access, you can remove access immediately. You can also set share permissions to expire so that after a specified amount of time, the file will no longer be available to view, download, or copy.

Powerful Features for Secure File Sharing

Of course, watermarks and sharing permissions are important, but what’s more important is ensuring you don’t have a breach to begin with. This is where secure file sharing comes into play.

You might use features like watermarks or confidentiality statements when you send emails containing important information, but in today’s world, those aren’t enough anymore. In fact, sending emails with sensitive information or documents is an unsecured way of sharing. Even if everything is encrypted on your end, you can’t control encryption on the recipient’s end, which leaves you vulnerable. That’s why using a secure file sharing system like FileCloud is so vital.

FileCloud offers enterprise-level security like 256-bit AES encryption for data at rest and SSL/TLS protocols for data in transit, along with SSO (single sign-on), Active Directory integration, two-factor authentication (2FA), automatic anti-virus scanning of files (when uploaded), and more. You’ll still be able to add watermarks and control document permissions, but you’ll also have the confidence of knowing your clients’ sensitive information is secure from beginning to end.

Custom Branding

FileCloud allows you to create your own branded business portal. Access an array of powerful customization options to build and broadcast your brand among employees, partners, vendors, and customers. You can customize FileCloud with your business logo, login page image, email templates, TOS, and user interface elements.

File Sharing and Storage

With FileCloud, you don’t have to worry about paying for additional storage on top of a file sharing system. You can choose between FileCloud Enterprise Online (hosted by FileCloud) or FileCloud Enterprise Server (hosted in your own servers) and control who has access to your data and sensitive documents. There are also no limits on large file sharing, and all of FileCloud’s solutions are scalable to suit your storage needs. If you’re using FileCloud Enterprise Online, you can still host in your preferred geographical region, on world-class Amazon AWS infrastructure (or Amazon GovCloud for even greater security). This ensures fewer latency issues and can also help comply with data residency requirements. Host files online enables secure storage, easy access and seamless sharing of digital content through remote servers accessible via the internet.

FileCloud’s Governance and Retention Policies for Law Firms

FileCloud understands the importance of governance for the legal industry. That’s why there are totally customizable classification and retention policies available.

Retention policies allow you to automate certain actions when it comes to managing and organizing your documents. This policy-based automation helps secure your content and gives you total control over the document life cycle. Within the FileCloud system, admins can create policies that restrict how files and folders are deleted or edited, which helps ensure the security of your content. FileCloud’s retention policies are hierarchical, which means you can select the policy that best protects and retains specific types of digital content.

These hierarchical retention policies support document life cycle management for the legal industry. Policies include admin hold, legal hold, retention, trash retention, and archival. Within the FileCloud system, you can apply these retention policies to files and folders and customize policies based on the needs of your business. FileCloud also offers options for smart content classification, custom metadata, data room for lawyers and DLP (data loss prevention). Legal industries can use many of these features in different ways: for example, a law firm could create a metadata tag for legal articles or other data. These tags can then be applied using smart classification. Automatically classified files can then be protected by DLP rules that block or permit sharing based on metadata.

FileCloud Makes Work Easier

FileCloud’s Workflow Automation helps users work smarter by providing the ability to build simple to complex workflows that streamline important business processes.

Managers can create and share workflows for everything from simple tasks like signature retrieval to more complex work like contract reviews. This can be especially helpful for those working in the legal industry, as it can automate and speed up tasks like contract and patent approval and new policy review.

Automating tasks is easy with FileCloud’s no-code, drag-and-drop tool that helps build workflows. Managers can even share custom workflows with their teams to help prevent errors and accomplish important objectives. Running workflows can be viewed in a dashboard so you can see work happening in real-time, correct any oversights in automation, and download reports with a click of a button.

Using a secure file sharing system for your law firm is not just important, but necessary. With FileCloud, you can leverage hyper-security, customization, and digital rights management necessary to succeed and keep your data secure.

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