Marshall Dennehey Warner Coleman & Goggin, a civil defense litigation law firm, routinely counsels clients about how to manage the risks associated with data breaches and data security. As such, they take the responsibility of protecting clients’ data very seriously. Upon careful evaluation of existing document exchange processes, however, Marshall Dennehey’s management identified a need for secure file transfer technology that would meet and/or exceed security and regulatory requirements; provide an intuitive, self-service solution for its attorneys and clients; and integrate and interoperate with existing applications.
“We sought a document exchange software product that would allow attorneys to securely and efficiently transfer large documents and confidential content from within Outlook, eliminating the tedious steps required with FTP, cloud-based file sharing services and physical media,” said Liz Brown, Director of Information Technology, Marshall Dennehey. “We wanted to integrate with important existing applications; provide a secure exchange process with comprehensive transfer audit trails; automatically delete documents and expire recipient access; and facilitate IT control of user activation and usage.”
The firm examined numerous document exchange software products based on functionality, integration capabilities, and costs. After researching several on-premises and cloud file-transfer options, Marshall Dennehey selected Biscom Secure File Transfer.
A key benefit is the ability to use it either through the web or via a transparent Outlook add-in. The Outlook add-in allows on-demand, secure delivery of the email body and attachments as well as delivery of emails that exceed the firm’s Microsoft Exchange size policy.
When significant volumes of data are involved, the web interface is better suited for intake and production delivery, and allows users to upload files and folders of unlimited size. The web interface also includes an iManage integration (the firm’s DMS application) for direct access and upload of Worksite documents.
“Because Biscom SFT maintains detailed transaction logs of all file transfer activity in a permanent repository, we have an audit trail that proves delivery, receipt, and access,” said Brown. “These logs are particularly helpful to our Health Care Practice Department in complying with HIPAA-related mandates for the tracking and auditing of protected health information.”
She added that transitioning to the new software was surprisingly easy. “After a successful pilot program in our Health Care Practice Department, Biscom was deployed to the Securities Practice Department and the firm’s litigation and e-discovery support teams. Users continue to be added on an as-needed basis, determined by practice area and document exchange needs. Ad hoc requests are processed by the IT Department. Based on the success of our initial programs, we are currently evaluating the addition of mobile access via Biscom’s mobile app. We also plan to explore the Biscom SFT collaborative workspace to provide a secure alternative to cloud-based file sharing services for exchanging project and matter-related documents with clients and outside counsel.”