The Simple Encryption Steps Lawyers Must Take Before Storing Client Files in the Cloud
Cloud platforms enable lawyers to work more efficiently, collaborate seamlessly, and keep cases progressing. However, the risks associated with digital storage continue to grow.
The ABA reports that roughly 75% of attorneys now rely on cloud tools for work, yet about 29% of law firms experienced a breach in 2023. Combined with IBM’s finding that the average U.S. data breach now costs over $10 million, it’s clear that encryption is no longer optional. It remains one of the simplest and most effective safeguards lawyers can implement before a document ever enters the cloud.
Why Encryption Is Now a Baseline Requirement for Law Firms
Law firms manage highly sensitive information every day, including client identities, financial records, contracts, intellectual property, and case strategies. Even minor mistakes, like storing an unencrypted file on a shared drive, can create significant exposure. The ABA’s findings highlight this risk: a notable number of lawyers aren’t even sure if their firm has experienced a breach. That uncertainty often points to gaps in security practices rather than the absence of incidents.
The threat landscape also keeps evolving. Verizon’s 2025 report ties about 44% of breaches to ransomware and shows the human element in roughly 60% of cases. At the same time, high-profile breaches at major firms show how quickly routine document storage mistakes can lead to serious legal and financial consequences.
Ethics rules reinforce the same point. ABA Model Rule 1.6(c) requires lawyers to take “reasonable efforts” to prevent unauthorized access to client information, and ABA Opinion 477R highlights encryption as one of the key measures to meet that obligation.
Encryption gives lawyers a simple, effective safeguard, keeping client data protected from the moment it’s created and throughout its journey to the cloud.
How Lawyers Can Encrypt Client Data Before Using the Cloud
Every firm can implement simple encryption practices without interrupting workflow. These measures protect files at multiple stages: on the device, during transfer, and while stored in the cloud.
1. What Encryption Actually Does
Think of encryption as a way to scramble data so that only someone with the correct key can access it. This is important in two key scenarios:
- When data is stored (data at rest)
- When data is sent (data in transit)
Cloud services rely on standards like AES-256 and TLS 1.2/1.3. You don’t need to understand the technical details, just verify that your provider uses these strong encryption protocols.
2. Turn On Encryption for Laptops, Desktops, and Mobile Devices
Lost and stolen devices are a common source of data breaches. NIST SP 800-111, a federal guideline on encrypting end-user devices, recommends full-disk encryption to keep data safe even if a laptop or desktop is lost or stolen.
Smartphones require the same care, especially when used for email or reviewing documents. Activating a strong passcode and the device’s built-in encryption only takes a few minutes but provides crucial protection.
3. Encrypt Sensitive Files Before Uploading Them
Cloud platforms encrypt data on their end, but encrypting files before uploading them adds another layer of safety. This approach works well for high-risk materials, such as medical records, litigation strategy documents, or confidential agreements.
Client-side tools or even a basic encrypted ZIP file, makes the process straightforward. Encrypting a document yourself gives you greater control over who can access it, even if someone gains unauthorized access to the cloud account.
4. Check Your Cloud Provider’s Encryption Practices
Don’t assume your cloud provider automatically secures your data. Before uploading any client information, confirm how they protect it.
Ask about:
- Whether data at rest is encrypted by default
- Protocols for data in transit
- Key management practices
- Support for customer-managed keys
- Backup encryption
- Breach response policies
5. Strengthen Identity and Access Controls
Even the strongest encryption won’t help if attackers can log into an account. Verizon’s data shows that stolen credentials remain a leading way for attackers to access systems and sensitive data. Multi-factor authentication (MFA) greatly reduces this risk by requiring multiple proofs of identity, making a stolen password far less effective.
Role-based access also helps. Not every employee needs access to every matter. Breaking permissions into smaller groups tightens control over the keys that unlock encrypted data.
6. Protect and Encrypt Backups
Securing backups may seem straightforward, but they’re often the first target during a ransomware attack. Attackers frequently scan for connected backup drives, since those copies can provide a firm’s recovery path.
That’s why the Cybersecurity and Infrastructure Security Agency (CISA) recommends keeping at least one encrypted backup fully offline. When a backup is stored outside the regular network, it remains safe even if the rest of the system is compromised.
7. Address Human Habits That Undermine Encryption
Human behavior can create hidden vulnerabilities. Seemingly harmless shortcuts, like saving a document to a personal drive, uploading files to a quick cloud tool, or using an AI assistant without checking data handling, often bypass encryption completely.
Training is most effective when it uses real-world examples. When people see how quickly a small misstep can expose sensitive information, they tend to adjust their habits.
Strengthen Client Trust by Putting Encryption Into Practice
A few intentional steps, like device encryption, MFA, file-level protection, and cloud due diligence, add up to a meaningful defense. These choices meet ethical expectations, strengthen internal processes, and signal to clients that their information is handled with care at every stage.
At Unbound Digital, we help law firms implement encryption and other safeguards without disrupting workflow. We secure devices, configure cloud environments, manage backups, and monitor systems with a security-first approach. To strengthen your firm’s data protection, call 423‑467‑7777 or contact us through our online form.
Article FAQ
Do lawyers need to encrypt all files before uploading them?
Not every document requires local encryption, but lawyers should make a risk-based decision before uploading. Highly sensitive records, such as medical information, financial data, or litigation strategy, should be encrypted on the device to meet the “reasonable efforts” standard under ABA Rule 1.6(c). When the sensitivity is high or the risk is unclear, encrypting first is the safer approach.
What encryption standards should firms look for?
Most cloud platforms use AES-256 for data at rest and TLS 1.2 or 1.3 for data in transit. These standards show the provider is using modern, validated cryptography rather than outdated or weaker methods. Lawyers should confirm these protections during vendor due diligence instead of assuming they’re automatically in place.
Does MFA matter if everything is encrypted?
Yes. Encryption protects the files themselves, but MFA secures the accounts where those files are stored. Without MFA, a stolen password could still allow unauthorized access, even if the files remain encrypted.