Link to How Solo & Small Law Firms Can Keep Emails and Systems from Being Hacked How Solo & Small Law Firms Can Keep Emails and Systems from Being Hacked
If you run a solo or small law firm, you know that your email inbox is often the heart of your business. Contracts, client communications, confidential attachments — it all flows through email. Unfortunately, that makes it one of the most targeted entry points for hackers.
In recent years, we’ve seen a sharp rise in business email compromise (BEC) attacks against law firms. These attacks don’t just risk your data — they can directly lead to wire fraud, reputational damage, and even bar complaints.
The good news? Most email and system breaches are preventable with the right safeguards.
Link to 1. Use Multi-Factor Authentication (MFA) — No Exceptions 1. Use Multi-Factor Authentication (MFA) — No Exceptions
If there’s one step that can block the majority of account takeover attempts, it’s MFA.
- What it is: A security layer that requires a second step after entering your password, such as a text code, app approval, or biometric scan.
- Why it matters: Even if a hacker steals your password, they can’t get in without the second factor.
- Pro tip: Use an authenticator app (like Microsoft Authenticator or Duo) instead of SMS codes, which can be intercepted.
ABA cybersecurity guidance and most cyber insurance policies now expect MFA as a baseline.
Link to 2. Turn On Advanced Email Security 2. Turn On Advanced Email Security
Most modern email platforms — including Microsoft 365 and Google Workspace — have built-in protections you might not be using:
- Spam & phishing filters that block known malicious senders.
- Safe Links to scan URLs before you click them.
- Attachment scanning to detect malware before it reaches your inbox.
Make sure these are enabled and set to their highest practical security level.
Link to 3. Keep Systems and Software Updated 3. Keep Systems and Software Updated
Hackers look for “unlocked doors” — vulnerabilities in outdated software, browsers, and plugins.
- Apply updates to your operating system and applications regularly.
- Remove old, unused programs that no longer receive security patches.
- Ensure your document management, billing, and case management software stays current.
For law firms, a single unpatched system can be a compliance and malpractice risk
Link to 4. Protect Against Email Spoofing with DMARC, SPF, and DKIM 4. Protect Against Email Spoofing with DMARC, SPF, and DKIM
If you’ve ever had a client say, “I got an email from you, but I didn’t send it,” — you’ve seen email spoofing in action.
- SPF, DKIM, and DMARC are settings in your domain’s DNS that tell receiving mail servers whether an email claiming to be from you is actually authorized.
- Without them, criminals can send fake messages that look like they came from your firm, tricking clients into sending money or sensitive info.
A simple DMARC policy can make spoofing much harder for attackers.
Link to 5. Train Your Team (and Yourself) to Spot Red Flags 5. Train Your Team (and Yourself) to Spot Red Flags
Technology can block many attacks, but people are still the last line of defense.
Common red flags in phishing emails:
- Unexpected messages with urgent requests.
- Slightly misspelled domains (e.g., rnicrosoft.com instead of microsoft.com).
- Attachments you weren’t expecting.
- Links that don’t match the displayed text.
Conduct regular phishing simulations and short training sessions to keep awareness high.
Link to 6. Encrypt Confidential Communications 6. Encrypt Confidential Communications
Email, by default, is like a postcard — not a sealed envelope. If you’re sending client-sensitive information:
- Use encrypted email (Microsoft 365 offers this out of the box).
- For large files or sensitive documents, use secure client portals instead of email attachments.
Encryption ensures that even if a message is intercepted, it can’t be read without the right key.
Link to 7. Back Up Critical Data — Including Email 7. Back Up Critical Data — Including Email
Ransomware doesn’t just target files — it can also lock up or delete your email history.
- Keep regular, tested backups of your inbox and case files.
- Store backups in at least two different locations (e.g., cloud + offline storage).
A backup is your last line of defense if all else fails.
Link to Why This Matters for Solo and Small Firms Why This Matters for Solo and Small Firms
- You are a target. Hackers know smaller firms may not have dedicated IT staff.
- Reputation is on the line. A breach can damage client trust permanently.
- Regulatory compliance is real. ABA Model Rules, state bars, and client contracts may require you to safeguard client information to specific standards.
Link to Quick Checklist for Your Firm Quick Checklist for Your Firm
✅ MFA enabled for all accounts
✅ Advanced email filtering turned on
✅ Updates and patches applied monthly
✅ SPF, DKIM, and DMARC configured
✅ Staff trained quarterly on phishing
✅ Encrypted email for sensitive data
✅ Regular, tested backups
Final Thought:
Cybersecurity for small firms isn’t about buying the most expensive tools — it’s about consistent, layered protections. Start with the basics above, and you’ll eliminate most of the ways attackers succeed.
📅 Next Step: Schedule a short security review with your IT provider or a cybersecurity consultant to verify your protections are working as intended.
