Few sectors handle as much confidential information as law and notary firms. Client files, financial data, deeds — they all fall under the GDPR and under your professional confidentiality. That raises the stakes higher than for an average business: a data breach is not only a potential fine, but also a disciplinary risk and a breach of trust with your clients. And trust is precisely your most important asset. These seven IT measures form a solid foundation.
1. Encrypt all sensitive data
Make sure data is encrypted both at rest (when stored) and in transit (when sent). If a laptop or email ends up in the wrong hands, the content stays unreadable. Don't forget the "forgotten" channels: USB sticks, backups and email attachments are classic leaks. Encrypted hard drives (such as BitLocker) and secure sharing platforms instead of loose email attachments make a big difference here.
2. Use multi-factor authentication (MFA)
A password alone is no longer enough. With MFA — an extra code or confirmation on top of the password — you prevent the vast majority of account takeovers, even when a password does leak. Make MFA mandatory on email, case management and any access from outside.
3. Limit access to those who really need it
Not everyone needs access to every file. With role-based access (the "least privilege" principle), each employee only gets access to what their role requires. This limits the damage if an account is compromised, and also keeps you in control of who has viewed what.
4. Ensure reliable, tested backups
Apply the 3-2-1 rule: three copies, on two types of media, one of which off-site. And crucially: regularly test whether you can actually restore the backup. A backup that's never been tested isn't a backup but an assumption. Also protect your backups against ransomware, for example with immutable copies.
5. Keep software and systems up to date
Many breaches exploit known vulnerabilities for which an update had long existed. Timely patching — from operating systems to case management software — closes that door. A structured update policy is one of the cheapest and most effective security measures there is.
6. Store data within the EU
For sensitive legal data, the storage location matters. Choose storage in EU data centers or EU cloud regions, so you stay within the GDPR framework and avoid transfers to third countries. Both AWS and Azure offer European regions precisely for this.
7. Create a breach plan and train your people
A data breach must be reported within 72 hours. Make sure you know in advance who does what, whom you notify and how you communicate — in the heat of an incident there's no time to figure that out. And don't forget the human factor: most incidents start with a wrong click. Regular, short awareness training turns your employees into your best defense against phishing.
A data processing agreement isn't a formality
Do you work with an IT supplier or cloud provider that processes your data? Then the GDPR requires a data processing agreement (DPA) that sets out how that party handles your data. For legal firms this isn't an administrative detail, but an essential part of your duty of care. So choose a partner that arranges this on its own initiative.
Compliance isn't a one-off project
Working GDPR-compliant isn't a box you tick once, but an ongoing process. Threats evolve, employees come and go, and your measures must evolve with them. A periodic review — preferably together with an IT partner that knows your sector — is simply part of it.
Conclusion
For law and notary firms, information security isn't an IT detail, but the core of your credibility. With the measures above you lay a solid foundation — technically and in terms of trust. You don't have to become a security expert yourself; you mainly need the right arrangements and the right partner.
At Digitall.Expert we help legal firms work securely and compliantly, with solutions tailored to your sector. See our approach for lawyers and notaries, or get in touch, no obligations.