Tip Sheet: FIVE Solution Features to Consider

Prioritize document control and security

A law firm IT administrator needs to wear a lot of hats to be successful. Network maintenance, third-party vendor management, and data security are just a few of the responsibilities.

Data security is a common top priority due to the volume and nature of information that is handled during legal review. A workflow solution designed for document control and security can help law firms limit access to private client data without adding a lot of work to overwhelmed IT teams.

Choosing the right solution for your firm can be time-consuming. Here are five important features to consider when implementing a secure, easy-to-manage document control solution.

1. Documents are stored, managed, and accessed within the perimeters of a secure ecosystem.

Leverage a secure content ecosystem with regulated workflows, defined access perimeters, and comprehensive oversight. Authorized employees can access documents based on their assigned privileges, and content interactions should be logged for accountability. A comprehensive ecosystem should provide users with a means to securely interact with their clients’ sensitive materials (even those that originate in paper form), minimize its productivity footprint, and give administrators workflow oversight and management controls.

Security policies related to documents are common among law firms, and there are different solutions in the market. Not all of them meet the above criteria.



documents/ record management and retention


email use


internet use

Source: American Bar Association 2017 Legal Technology Survey

2. Easy-to-use security features.

Technology, document-workflow solutions, and office equipment that has easy-to-use, built-in security features (such as badge scanners on printers) can help enhance security efforts because user compliance tends to be higher.

If security requirements are cumbersome—or there is no time or resources to train employees—people may be tempted to use less-secure workarounds. It’s especially important that office equipment has security features that are transparent to the user and are not disruptive.

A Data Breach Could Cost More Than $7 Million

$7.91 million

Average total cost of a data breach for U.S. organizations in 2018

Root Causes of a Data Breach in 2018:


malicious or criminal attack


system glitch


human error

Source: Ponemon Institute, 2018 Cost of Data Breach Study, July 2018
*based on benchmark sample

3. Fast and extensive accountability.

Activist groups, disgruntled employees or clients, and cyber criminals have many means of accessing client information. They could take client documents from anywhere at any time: a desktop, a laptop, a mobile device, a table in a copier room, or during a file-sharing session.

An effective document management and security solution should provide quick access to details about a document, such as who accessed it last, what they did with it, and when.

Even if no private client information is in jeopardy, having fast and extensive document traceability can be an important capability for helping to limit accidental exposure because it can provide quick insight on what happened when a document is misfiled or missing.

Law Firms: Top 10 Cybersecurity Threats IN 2018

Lack of Pervasive Security Mindset

Security Issues with Third-Party Providers and Cloud Systems


Rogue Employees


Nation-State Espionage

Accidental Exposure by Well-Intentioned Employees

Technology Obsolescence

Password Management Being Weak or Non-Existent

Reduced Security Standards for Remote Workers

Source: Logicforce "Top 10 Law Firm Cyber Security Threats Right Now"

4. Secure authentication for external access to sensitive content.

You can require user authentication when documents will leave or will be accessed from outside of the ecosystem; for example, when documents are shared with outside counsel and are viewed on a mobile device, or when copies are ready for output at a printer.

This can be a key capability as both clients and law partners expect on-the-go document accessibility as mobile device use increases.

Smartphone Usage is Exploding


of Americans own smartphones.

Source: Pew Research Center, “Mobile Fact Sheet,” February 5, 2018


Law firms are dealing with numerous challenges that are prompting transitions, according to 2018 Altman Weil research. Although demand for legal services is not expected to return to pre-recession levels, more than half of law firms believe that headcount growth is a requirement for continued success.

Finding a solution that can grow with a firm can minimize the need to change technologies as their needs change. Look for solutions that:

  • Can integrate with existing hardware and software
  • Can easily allow you to add new users and delete old users as needed
  • Come with robust service and support
  • Are easy for new users to learn without dedicated training
  • Have a longstanding history of serving the legal vertical
  • Have consistent user experiences across the device models

More Users to Monitor and Train?


of law firms believe headcount growth is a requirement to stay competitive

Source: Altman Weil, 2018 Law Firms in Transition Survey, 2018

Document Security Doesn’t Have to Hurt

IT administrators don’t need to take on a painful project to help limit access to private client information. Easy-to-implement and manage document workflow systems can provide a consolidated ecosystem for documents with a variety of security options that can be configured to align with firm security and compliance policies; offer single-view visibility into what’s happening with client documents; as well as give control to IT or office administrators to help limit and manage document access and activities.

Canon U.S.A. and Canon Solutions America do not provide legal counsel or regulatory compliance consultancy, including without limitation, Sarbanes-Oxley, HIPAA, GLBA, Check 21 or the USA Patriot Act. Each customer must have its own qualified counsel determine the advisability of a particular solution as it relates to regulatory and statutory compliance.

Canon products offer certain security features, yet many variables can impact the security of your devices and data. Canon does not warrant that use of its features will prevent security issues. Nothing herein should be construed as legal or regulatory advice concerning applicable laws; customers must have their own qualified counsel determine the feasibility of a solution as it relates to regulatory and statutory compliance. Some security features may impact functionality/performance; you may want to test these settings in your environment.

Neither Canon Inc., Canon U.S.A., Inc. or Canon Solutions America, Inc. represents or warrant any third-party product or feature referenced hereunder.

As of December 2018.