8 Crucial password best practices to implement in your law firm

8 Crucial password best practices to implement in your law firm

Passwords have become a regular part of our daily lives. We use them to access a variety of programs and apps for personal and work use. While some people may find the task of creating and updating passwords a bit tiresome, it is an essential practice, particularly for organizations that deal with sensitive client information.

As an IT support provider for law firms, Healthy IT understands the frustrations that come with password management. However, we also recognize that strong passwords are the first line of defense against unauthorized access and potential data breaches.

Law firms: A prime target for cyberattacks

The legal industry is one of several sectors that are susceptible to data breaches caused by compromised passwords. According to Verizon’s 2023 Data Breach Investigations Report, 81% of hacking-related breaches leveraged either stolen and/or weak passwords. In a recent incident, the network of the American Bar Association was breached by hackers who managed to gain unauthorized access to historical credentials belonging to approximately 1,466,000 members.

These staggering findings highlight the importance of strong passwords for law firms.

Password best practices for law firms

Whether you're a lawyer, legal staff, or business owner, you need to know the essential password practices that can help safeguard your firm's valuable data and maintain client trust.

1. Implement a password manager

Password managers are software applications or online services designed to securely store and organize passwords, eliminating the need to remember multiple complex passwords. They offer several benefits for legal firms, including simplified password management, encrypted storage, secure password sharing, and cross-platform compatibility.

One of the most useful features of most password managers, however, is the password generator, which creates strong passwords that are difficult for hackers to guess.

Related reading: How To Find Your Passwords (And Never Need To Reset Them Again)

2. Communicate password policies

Clearly communicate password policies to all staff members. This includes the importance of using strong passwords, avoiding common password mistakes, and not sharing passwords with others.

Make sure your password policies are easy to understand and follow. They should be written in plain language and easy to find and reference.

Finally, enforce password policies consistently. If staff members do not follow the policies, they should be held accountable.

3. Change passwords ASAP when there’s proof of compromise

There are certain circumstances when you will have to change your password ASAP for immediate protection. Such circumstances include instances when a cybercriminal gains unauthorized access to your account or when you accidentally disclose your password to someone.

4. Enable multifactor authentication (MFA)

Whenever possible, implement MFA, which adds an extra layer of protection to your accounts beyond just a password. It requires users to provide additional evidence of their identity during the login process. Such evidence may be a one-time password sent to their mobile device or a biometric trait (one-time password or a fingerprint scan), making it more difficult for unauthorized individuals to gain access.

5. Restrict password sharing

Emphasize the importance of not sharing passwords, even among colleagues. Each user should have their own unique login credentials to maintain accountability and prevent unauthorized access.

6. Educate employees on phishing attacks

While many industries face phishing attacks, law firms are particularly attractive targets. This is due to the vast amount of highly sensitive information they handle, ranging from medical and financial data to crucial merger and acquisition information. This is why it’s vital to provide training on identifying and avoiding phishing attacks, as these are often used to trick users into revealing their passwords. Teach employees to be cautious of suspicious emails, links, or attachments that may lead to credential theft.

7. Regularly update and patch systems

Ensure that all software, operating systems, and applications used within the law firm are kept up to date with the latest security patches. Outdated software can have vulnerabilities that may compromise password security.

8. Conduct regular security audits

Perform periodic security audits to identify any weaknesses or vulnerabilities in password management practices. This can help address any potential risks and ensure ongoing adherence to password policies.

Implementing strong password policies is just one aspect of a comprehensive security strategy. Your law firm should ensure it combines these practices with other security measures, such as network monitoring, firewalls, encryption, and employee awareness training to provide robust protection for your firm's sensitive data.

Discover the most common password mistakes to avoid. Download our FREE eBook: Is This Your Password? 3 Common Password FAILS & 3 Quick Password WINS.