{"id":377,"date":"2014-04-20T17:27:28","date_gmt":"2014-04-20T23:27:28","guid":{"rendered":"http:\/\/abclegaldocs.com\/blog-Colorado-Notary\/?p=377"},"modified":"2024-05-07T13:24:27","modified_gmt":"2024-05-07T19:24:27","slug":"cloud-storage-legal-documents","status":"publish","type":"post","link":"https:\/\/abclegaldocs.com\/blog-Colorado-Notary\/cloud-storage-legal-documents\/","title":{"rendered":"Cloud Storage for Legal Documents"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_86 counter-hierarchy ez-toc-counter ez-toc-transparent ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-1'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/abclegaldocs.com\/blog-Colorado-Notary\/cloud-storage-legal-documents\/#Cloud_Storage_for_Legal_Documents\" >Cloud Storage for Legal Documents<\/a><ul class='ez-toc-list-level-2' ><li class='ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/abclegaldocs.com\/blog-Colorado-Notary\/cloud-storage-legal-documents\/#Two-Factor_Authentication\" >Two-Factor Authentication<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/abclegaldocs.com\/blog-Colorado-Notary\/cloud-storage-legal-documents\/#Encryption_versus_Plain_Text\" >Encryption versus Plain Text<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/abclegaldocs.com\/blog-Colorado-Notary\/cloud-storage-legal-documents\/#Encryption_Key\" >Encryption Key<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/abclegaldocs.com\/blog-Colorado-Notary\/cloud-storage-legal-documents\/#Filen_Secure_Cloud_Storage\" >Filen Secure Cloud Storage<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/abclegaldocs.com\/blog-Colorado-Notary\/cloud-storage-legal-documents\/#Local_Backup_and_Cloud_Storage\" >Local Backup and Cloud Storage<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/abclegaldocs.com\/blog-Colorado-Notary\/cloud-storage-legal-documents\/#Medical_Records_HIPAA_Privacy\" >Medical Records, HIPAA Privacy<\/a><\/li><\/ul><\/li><\/ul><\/nav><\/div>\n<h1 style=\"text-align: justify;\"><span class=\"ez-toc-section\" id=\"Cloud_Storage_for_Legal_Documents\"><\/span>Cloud Storage for Legal Documents<span class=\"ez-toc-section-end\"><\/span><\/h1>\n<p><img decoding=\"async\"  class=\"size-full wp-image-3642 alignleft\" src=\"data:image\/gif,GIF89a%01%00%01%00%80%00%00%00%00%00%FF%FF%FF%21%F9%04%01%00%00%00%00%2C%00%00%00%00%01%00%01%00%00%02%01D%00%3B\" data-layzr=\"https:\/\/abclegaldocs.com\/blog-Colorado-Notary\/wp-content\/uploads\/cloud-storage-lock.jpg\" alt=\"cloud storage lock\" width=\"180\" height=\"180\" \/><\/p>\n<p style=\"text-align: justify;\"><strong>Attorneys<\/strong> and <strong>law firms<\/strong> are now using <strong>cloud storage<\/strong> to store <strong>legal documents<\/strong>.\u00a0 State bar associations have endorsed the use of cloud storage, as long as <strong>reasonable care<\/strong> is used to safeguard <strong>privacy<\/strong> and <strong>security<\/strong>.<\/p>\n<p style=\"text-align: justify;\">Individuals can also store legal documents using <strong>cloud storage<\/strong>.\u00a0 Several safeguards must be followed.\u00a0 Storage accounts must use a <strong>strong password<\/strong>, consisting of upper and lower case letters, numbers and special characters.\u00a0 Avoid using words found in the dictionary, and avoid using the same password for multiple accounts.<!--more--><\/p>\n<h2 style=\"text-align: justify;\"><span class=\"ez-toc-section\" id=\"Two-Factor_Authentication\"><\/span>Two-Factor Authentication<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p style=\"text-align: justify;\">In addition to strong password security, look for services that require or allow <strong>two-factor authentication<\/strong>\u00a0(<strong>2FA)<\/strong>. Two-factor authentication requires a <strong>password<\/strong> (something you know), plus your computer, <strong>cell phone<\/strong> or <strong>YubiKey\u00ae <\/strong>(something you have).\u00a0 A password alone is not sufficient to gain access to the account.<\/p>\n<p style=\"text-align: justify;\">Two-factor authentication will require you to use a known computer, recognized by a machine ID code, or to enter a <strong>6-digit code<\/strong>, generated by an app installed on your <strong>cell phone<\/strong>.\u00a0 The 2FA app will generate a <strong>Time-based One-Time Passcode (TOTP)<\/strong> a temporary code number, that will expire in 30 seconds.\u00a0 Only the person that has the cell phone will be able to receive the code number needed to access the cloud storage account.<\/p>\n<h2 style=\"text-align: justify;\"><span class=\"ez-toc-section\" id=\"Encryption_versus_Plain_Text\"><\/span>Encryption versus Plain Text<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p style=\"text-align: justify;\"><strong>Confidential files<\/strong>, including legal documents, kept in cloud storage, must not be stored in <strong>plain text<\/strong> format.\u00a0 With plain text documents, anyone that gains access to the account could read the contents of the document.\u00a0 For security, files must be <strong>encrypted<\/strong> before they are transferred on the internet (pre-internet <strong>encryption<\/strong>), and they must be stored in an encrypted format.<\/p>\n<p style=\"text-align: justify;\">Some vendors only encrypt the files during transfer, but then store the files in <strong>plain text<\/strong> format.\u00a0 That is not acceptable security.<\/p>\n<h2 style=\"text-align: justify;\"><span class=\"ez-toc-section\" id=\"Encryption_Key\"><\/span>Encryption Key<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p style=\"text-align: justify;\">The vendor must not know the <strong>encryption key<\/strong>.\u00a0 Without the encryption key, anyone that gains access to the cloud storage account would only be able to see files that are encrypted, scrambled and unreadable.<\/p>\n<h2 style=\"text-align: justify;\"><span class=\"ez-toc-section\" id=\"Filen_Secure_Cloud_Storage\"><\/span>Filen Secure Cloud Storage<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p style=\"text-align: justify;\">Only the user must have the <strong>encryption key<\/strong>, not the vendor.\u00a0 It must be private.\u00a0 This is known as <strong>Trust No One<\/strong> (<strong>TNO<\/strong>) security.\u00a0 The encrypted cloud storage vendor that we recommend is <span style=\"text-decoration: underline;\"><strong><a href=\"https:\/\/filen.io\/r\/37a78cc4db4211038b66e2b741f6e29b\" target=\"_blank\" rel=\"noopener\">Filen<\/a><\/strong><\/span>.\u00a0 They provide secure, encrypted cloud storage with TNO security.<\/p>\n<p style=\"text-align: justify;\">For important <strong>legal documents<\/strong>, you can keep the original <strong>paper documents<\/strong> in a <strong>fire-proof safe<\/strong>.\u00a0 Store them inside of a <strong>sealed plastic bag<\/strong> to prevent moisture damage,\u00a0 You can scan a legal document into a <strong>PDF file<\/strong> to store a copy on your computer.\u00a0 Add a <strong>strong password<\/strong> to the PDF file.<\/p>\n<h2 style=\"text-align: justify;\"><span class=\"ez-toc-section\" id=\"Local_Backup_and_Cloud_Storage\"><\/span>Local Backup and Cloud Storage<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p style=\"text-align: justify;\">You can store a local <strong>backup copy<\/strong> of the legal documents on a <strong>micro SDHC<\/strong> or <strong>micro SDXC<\/strong> <strong>memory card<\/strong>, or Samsung\u00ae USB FIT Plus\u00ae flash drive. The memory card or FIT+ flash drive is tiny and rugged and can be stored in a fireproof safe, or at a local offsite location, such as your office, the home of a relative, or your attorney&#8217;s office, or a bank safe deposit box.<\/p>\n<p style=\"text-align: justify;\">Secure <strong>cloud storage<\/strong> can be one additional offsite location as a <strong>backup<\/strong>.\u00a0 Cloud storage also provides a way to access an electronic copy of your documents, 24 hours a day, from any location that has internet access.<\/p>\n<p style=\"text-align: justify;\">In case you become <strong>incapacitated<\/strong>, be sure to inform someone else, such as a <strong>family member<\/strong>, <strong>attorney<\/strong>, or the <strong>agent<\/strong> under your <strong>power of attorney<\/strong>, or the <strong>trustee<\/strong> of your trust, of the <strong>passwords<\/strong> needed to gain access to your secure <strong>PDF files<\/strong> and cloud storage account.<\/p>\n<p style=\"text-align: justify;\">Filen offers a free plan with 10 GB of encrypted cloud storage. That is plenty of space for storing personal and <strong>legal documents<\/strong> like a last will and testament, funeral and cemetery documents, living will, living trust, power of attorney, real estate deeds, life insurance documents, motor vehicle title, birth certificate, driver&#8217;s license, passport, social security card, military papers, home inventory, etc.<\/p>\n<h2 style=\"text-align: justify;\"><span class=\"ez-toc-section\" id=\"Medical_Records_HIPAA_Privacy\"><\/span>Medical Records, HIPAA Privacy<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p style=\"text-align: justify;\">For privacy, you may wish to keep <strong>medical records<\/strong> in a separate account, and only allow access with a notarized <strong>HIPAA<\/strong> Authorization Form.<\/p>\n<p><strong>Update<\/strong> [2024-05-07] We no longer use or recommend <strong>SpiderOak<\/strong>. We now use <strong>Filen<\/strong>, with servers in Germany, and <strong>Proton\u00ae Drive encrypted cloud storage<\/strong>, with servers in Switzerland, both with 2FA login protection for extra security.<\/p>\n<p style=\"text-align: justify;\">Visit our website for <a href=\"https:\/\/abclegaldocs.com\/\" target=\"_blank\" rel=\"noopener noreferrer\"><strong>Colorado Springs Mobile Notary<\/strong><\/a> services or <a href=\"https:\/\/abclegaldocs.com\/Colorado_Notary_Training.htm\" target=\"_blank\" rel=\"noopener noreferrer\"><strong>Colorado Notary Training<\/strong><\/a> classes.<\/p>\n<p style=\"text-align: justify;\">\u00a9 Copyright 2014-2024 ABC Legal Docs, LLC All rights reserved. Do not copy. Citations welcome. Terms of Use apply.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Cloud Storage for Legal Documents Attorneys and law firms are now using cloud storage to store legal documents.\u00a0 State bar associations have endorsed the use of cloud storage, as long as reasonable care is used to safeguard privacy and security. Individuals can also store legal documents using cloud storage.\u00a0 Several safeguards must be followed.\u00a0 Storage accounts must use a strong password, consisting of upper and lower case letters, numbers and special characters.\u00a0 Avoid using words found in the dictionary, and avoid using the same password for multiple accounts.<\/p>\n","protected":false},"author":1,"featured_media":2520,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_monsterinsights_skip_tracking":false,"_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"_jetpack_feature_clip_id":0,"_jetpack_memberships_contains_paid_content":false,"footnotes":"","jetpack_post_was_ever_published":false},"categories":[1095,921,919],"tags":[166,64,155,266,367,3277,587,583,584,539,577,144,3236,585,586,293],"class_list":["post-377","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-security","category-small-business-tips","category-tech-tips","tag-attorney","tag-authentication","tag-cloud-storage","tag-confidential","tag-encryption","tag-filen","tag-hipaa","tag-law-firm","tag-legal-document","tag-medical-records","tag-password","tag-privacy","tag-proton-drive","tag-sdhc","tag-sdxc","tag-security","has_thumb"],"yoast_head":"<!-- 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