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How to Share Files Safely: a guide for law firms

Safe ways to send client files

How to share files with clients, other firms and your own lawyers, without putting client trust or the firm’s name at risk.

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For partners and administrators

Share files without risking client trust

One forwarded attachment can put a client and the firm’s name at risk. We set up safe ways to share with clients, other firms and your own lawyers.

Secure file sharing at a law firm The firm sits in the centre with one source of truth. Green locked paths connect it to clients and to other firms. Email attachments, personal Gmail or Dropbox and USB sticks are crossed out. Expiring link with ID check Encrypted email (Purview) Client portal, access record Expiring link with ID check Encrypted email (Purview) Clients Files in and out Other firms and opposing counsel Your firm One source of truth Worldox or SharePoint and Teams Permissions set by matter Lawyer to lawyer, by matter DLP flags sensitive info Set up if the firm needs it RISKY PATHS WE STEER FIRMS AWAY FROM Email attachments Personal Gmail or Dropbox USB sticks Wire or banking change? Confirm by phone on a number you already know.

Safe paths we set up or recommend

  • Secure links that expire and check who is opening them
  • Encrypted email with Purview Message Encryption, included in Microsoft 365 Business Premium
  • A client portal that records who opened what
  • One source of truth in Worldox or SharePoint and Teams, with permissions set by matter
  • Data loss prevention that flags sensitive information, set up if the firm needs it
  • Electronic court and registry filing portals
  • Secure fax that arrives as email
  • Encrypted USB drives, only for large court or discovery files
  • Data rooms for big deals, with tracked views

Habits to retire

Email

  • Email attachments
  • Reply all or autocomplete to the wrong person
  • Copier scan to email without encryption

Personal copies

  • Personal Gmail or Dropbox
  • Copies on a home computer or personal OneDrive
  • USB sticks

Links and chat

  • Public “anyone with the link” shares on WeTransfer, Drive or Dropbox
  • Text or WhatsApp photos of documents or ID
  • Zoom or Teams chat uploads that linger

Paper and fax

  • Fax to a wrong number
  • Paper or courier with no tracking

Wire or banking instructions changed? Confirm by phone using a number you already know, not one from the email.

Book a free insurer review

We look at how your firm shares files today.

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