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Dropbox makes it easy for attorneys to store files online and access them remotely. Files can be shared between members of an office with a simple click and then stored in an easy to find location rather than under lawyers of email.
When you're working on a big case or have important notes there's no need to save in multiple locations. That can be a big time saver for any law office.
Too bad that ease also comes with a price.
The fact that folders can be so easily shared also means it's easy to forget who can see those files.
The best choice is to un-share folders when they're no longer needed. But even if that doesn't always happen there are steps you can take to prevent a breach of confidentiality
Having one folder for all shared legal files means that it's hard to keep track of who has to see them. Attorneys, paralegals, interns all may need access to those files. When people switch jobs it's hard to remember to un-share the folder with those users.
Instead, use multiple folders for each case and share only with those that need to know. That can help prevent unintended disclosures.
Sharing folders requires using the owners email address to link to their Dropbox account. If the email used is a company email that can help prevent people from using the account if they leave the law office.
The duty of confidentiality applies even to unintentional sharing. Keep an eye on who can see your documents to protect your clients and your firm.