Rarely a week goes by that some corporation or government agency announces the loss or compromise of personal information through a computer data base. No matter how careful a firm is with its employee and partner information, the risk of theft or hacking is present. But one of the highest risks is among the most easy to protect – the employee laptop. HR department managers, law firm administrators, practice group chairs and a variety of other members of law firm management routinely take home large amounts of highly sensitive firm information on the hard drives of laptop computers. For example, the Executive Director of a large mid-western firm recently left her laptop computer on a commuter train. The laptop, which contained budget worksheets showing three year client revenue histories, partner compensation and client profitability information, had no security or password protection and the information could be accessed by anyone turning the computer on.

 

A simple and basic answer is to require all staff employees to encrypt all firm files containing confidential information. To encrypt any Microsoft file simply follow these steps:

1.      Open the file.

2.      Click Tools and choose Options.

3.      From Options, choose the Security tab.

4.      Click on Advanced. From Encryption Type, choose any “strong” option – a key length of 128 bits.

5.      Click OK, which returns you to Security. Enter a password – a mix of symbols, numbers and letters, including lowercase and uppercase is best.

6.      Click OK. Now the data is encrypted each time you close the file. No one can decrypt it or open the file without using the password.

Most knowledgeable observers of law firm operations have been predicting an increase in the number of lawyers and law firm staff members who will telecommute in the future. In fact, some Los Angeles workplace consultants have estimated that, with commuting times to the center city reaching an average of four-plus hours a day in the next five years, more than half of all “knowledge workers” will telecommute in Southern California. 

 

But don’t give up your space in the parking garage yet. The 2006 National Technology Readiness Survey reports that, although one fourth of survey respondents had the option of telecommuting to their jobs, only 11 percent did so full or part-time. This surprising result appears to be a victory of “professional and social environment of the workplace …over money and time savings.” In a separate study, 83% of U.S. workers believe meetings held face to face are more productive. Only 10% said meetings conducted via telephone or online get more accomplished.  

A recent article in the Harvard Business Review on the effects of sleep deprivation has caused a number of businesses, including some large law firms, to offer sleep deficit counseling. A University of Florida study found that workers, particularly professionals, who are insufficiently rested have dramatically lower job satisfaction than employees who get enough sleep. Among the actions that law firms have taken are negotiations with health insurance carriers to assure that clinical sleep studies are covered by medical insurance, relaxation and bio-feedback classes. It is reported to us that one New York City firm tapes Jay Leno and David Letterman for viewing in the staff lunchroom.