Whether your paralegal is working from home, on the road, or in another office, giving them secure access to case files, email, and legal software is crucial—but doing it the wrong way can open your firm up to serious cybersecurity risks.
This guide walks you through the safest and most efficient ways to give a paralegal remote access—while protecting your clients, your bar standing, and your business.
Step 1: Decide What They Need Access To
Before setting anything up, take 10 minutes to jot down:
What apps they need (Clio, MS Word, Outlook, etc.)
What files or folders they should access (client files, templates, billing)
Whether they need access to shared calendars, phones, or email
This ensures you don’t “over-share” or give unnecessary system access.
Step 2: Use a Secure VPN (Virtual Private Network)
A VPN creates a secure, encrypted tunnel between your paralegal and your law firm’s network.
Why it matters:
Without a VPN, someone on public Wi-Fi (like at a coffee shop) could expose your case files or credentials to hackers.
Best Practices:
Use a business-grade VPN (e.g., NordLayer, Cisco AnyConnect, or OpenVPN)
Require multi-factor authentication (MFA)
Limit what parts of your network they can access via the VPN
Step 3: Set Up Remote Desktop Access (the Right Way)
If your paralegal needs to access their office computer from home:
Use Remote Desktop Protocol (RDP) with VPN layered on top
Even better: use a remote access tool like Splashtop Business, ConnectWise Control, or TeamViewer with MFA enabled
Never expose RDP directly to the internet—this is one of the most common cyberattack entry points for law firms
Step 4: Restrict Access Using User Roles & Permissions
If your firm uses software like:
Clio
MyCase
PracticePanther
SharePoint or Google Drive
Set up your paralegal’s account with limited permissions:
No admin rights
Access only to assigned cases or folders
Activity logging enabled
Bonus Tip: Review their access every 6–12 months or if their responsibilities change.
Step 5: Use a Cloud File System with Audit Trails
Instead of emailing documents back and forth, use a cloud-based file system such as:
Google Workspace
Microsoft 365 / OneDrive for Business
Dropbox Business (not free Dropbox)
Benefits:
Audit trails of every document open/edit/download
Built-in version history
You can remotely revoke access if a device is lost
Step 6: Secure the Device They’re Using
Whether your paralegal uses a firm-provided laptop or their personal one (BYOD), make sure:
Disk encryption is turned on (BitLocker for Windows, FileVault for Mac)
Antivirus and firewall are up to date
Screens are set to auto-lock after a few minutes
You install remote wipe software just in case the device is stolen
Step 7: Provide Training on Secure Work Habits
Don’t skip this.
Even the most secure setup can fall apart if someone:
Opens a phishing email
Saves passwords in an unsecured document
Uploads files to their personal Google Drive
Train your paralegal on:
Recognizing suspicious emails
Using strong, unique passwords (with a password manager like 1Password or Bitwarden)
Avoiding public Wi-Fi unless using a VPN
