Confidentiality in the Information Age:Confidentiality in the Information Age:How to Protect Yourself and Your DataHow to Protect Yourself and Your Data

Beverly A. Michaelis, J.D.Oregon State Bar Professional Liability Fund

Why is Confidentiality Why is Confidentiality Important?Important?

• Embarrassment

• Damage to your client

• Damage to your reputation

• Loss of trust

• Loss of future business

Consider the Consider the Consequences…Consequences…

1. Communication Technologies

2. Metadata

3. Redaction

4. Destruction

5. Confidentiality Agreements

TopicsTopics

Communication Communication TechnologiesTechnologies

• E-mail• Fax• Remote Access

E-Mail & FaxE-Mail & Fax

1. Verify

2. Send a greeting

3. Understand auto-complete

4. Resist “Reply to All”

5. Use disclaimers

Remote Remote AccessAccess

+ Unencrypted+ No firewalls + Unsecured Wi-Fi = Breach of Confidentiality

Consider Air Cards

MetadatMetadataa

Always InspectAlways Inspect

Copy Document First Office Button Prepare Inspect Document

Invoke Invoke WarningsWarnings

Best PracticesBest PracticesIndividual Documents in AcrobatDocument > Examine Document…

All Documents In AcrobatEdit > Preferences > Document > Examine Document

When closing document When sending document by e-mail

RedactionRedaction

What?The permanent removal of text or images

Why?Protect confidential content during peer

review

How?Through proper use of software

Changing the background color

Covering sensitive text with fill

What Redaction is NOTWhat Redaction is NOT

Use Acrobat to RedactUse Acrobat to Redact

1. Shred paper

2. Wipe hard drives www.dban.com

3. Properly dispose of electronics http://www.abanet.org/tech/ltrc/fyidocs/

http://www.deq.state.or.us/lq/ecycle/index.htm

DestructionDestruction

Confidentiality Confidentiality AgreementsAgreements

Employees Temps Outsourcing

• Embarrassment

• Damage to your client

• Damage to your reputation

• Loss of trust

• Loss of future business

Consider the Consider the Consequences…Consequences…

Thank You!Beverly Michaelis

Practice Management Advisorbeverlym@osbplf.org

503-639-6911 or 800-452-1639

Twitter: http://twitter.com/OreLawPracMgmt

Blog: http://oregonlawpracticemanagement.wordpress.com/

LinkedIn: http://www.linkedin.com/in/beverlymichaelis