VIPole Launches a Business Suite for Legal and Advisory Companies

A special encrypted communication and collaboration solution designed for managing sensitive content

A special VIPole edition designed for lawyers is released today that extends VIPole Enterprise with special features for maintaining compliance and safeguarding privileged data. The system is flexible and can be adjusted to the specific company regulations.

Legal firms need software for encrypted communications together with special features for maintaining data retention policies. With this experience in mind, we introduced the extended VIPole Enterprise version for lawyers with a number of features specially designed for smart confidential information management and restricting access.

The product that appeared to be the result of collaboration with legal firms is equally useful for other teams where working with confidential documents is an integral part of activities. Therefore, we have launched a business edition with special opportunities for the legal sector, and it is now available to any organization or independent legal adviser.

Lawyers need a special secure communication solution, more reliable and multifunctional than average apps. The information clients entrust to their advocates is highly confidential and the most sensitive details could ruin their reputations if made public. A corruption investigation, the due diligence documents, the IPO pricing details, the terms of the divorce of an official or a celebrity — lawyers often have to deal with secrets.

Сommunication products developed for the general public and consumer-grade file sharing services are unable to address the needs of the legal community in terms of security and functionality.

When data security is fundamental for reputation

Law firms and independent consultants have gone mobile, using laptops and phones to respond instantly whenever the clients need them. This makes them trusted professionals, however, it creates risks for shared data. Many companies and legal departments have introduced BYOD (bring your own device) to make their support and consultations always on time when needed, which is a huge security challenge for IT departments. Every device, accidentally forgotten or stolen, can become a treasure trove for a criminal, making a lawyer fail to uphold the professional obligations.

VIPole Enterprise communication platform is aimed at addressing the concerns over the security of data flows and the risks of leaks. Keeping in mind the pressure to cut costs and to control the employees and access to data, legal, advisory and financial companies reduce the number of communication systems they use. VIPole Lawyer suite meets this demand, empowering teams to communicate privately with confidence, using any device and any private or public network. The encrypted messaging platform together with SIP integration makes internal and external communications safe and reliable, trusted by customers and business partners.

VIPole creates a safe collaboration environment employing encryption on devices before documents are transmitted and peer-to-peer encryption during voice and video calls.

VIPole Lawyer suite equally well equips small and medium businesses and for individual practitioners. Even when there is no own IT infrastructure, VIPole owners have full control over all processes, the encryption keys, and data retention.

A special edition for lawyers is another step in VIPole messenger development that marks its way of empowering enterprises to have a true sense of safety while sharing confidential content and collectively solving sensitive issues online. Featuring chats, calls, online meetings, file sharing and end-to-end encryption with smart key management, VIPole ensures that confidential data is safe, allowing team members to collaborate and consult clients securely.

The extended version of VIPole Enterprise specially designed for lawyers includes a number of special features that are designed to serve the needs of independent advisors and firms of any size. In the company, VIPole administrator configures and manages the settings to give the team additional tools for being agile and keeping data safe.

VIPole Lawyer suite special features

1. Password request for every authentication

Requesting password means that for every authentication users need to request a one-time password. After it is sent, the user has to enter it within the period set by the administrator, by default it’s three minutes. Only after doing it the users can start using VIPole. When this feature is disabled for all users in the system or selectively — no one can access confidential corporate resources, even if they wanted to. This feature allows to safeguard the data even in the cases when intruders manage to physically enter the office.

In emergencies, password requesting can be instantly disabled, which will make the resources of the company inaccessible to third parties, even if they gain physical access to devices. A single red button controlled by the system owner makes authentication literally impossible: no password means no access.

When you work with a remote client or partner — you may hand them a temporary login and password that will be valid only while you have a shared project. They may stay completely anonymous in the system, as to create a new user in the corporate communication system VIPole administrator does not even need to know their email. Once you are no longer involved in a project together — you can wipe all shared data and history from all devices and cut all ties with the user, blocking or deleting the account. This makes communication more goal-oriented and completely private. There will be no traces left of the things you have been discussing during conferencing sessions or in group chats.

2. A bot assisting with documents classification

A bot looks like a user in the contact list, but no one has seen this person, because it’s a bot. When team members send reports and documents to this user — the bot sorts them into different folders or a single folder. Only the management of the team has access to this folder. It can also be a client who has the exclusive access to this folder — the bot is configured in accordance with the internal regulations of the organization to ensure double anonymity of your internal and external communications and the integrity of file transmissions.

The folder where the documents are collected securely and anonymously can be located anywhere: in the cloud, on the server of the company or even on a private computer. For enhanced data protection, the access to the computer with the collected reports may be not just virtual, but physical.

The employees who send reports to this bot need not necessarily be informed that this is a bot, not a man. For example, two departments can collaborate on the case of the client and send documents to the bot without knowing who exactly is hiding under this nickname in contacts. VIPole administrator can automatically assign this contact to users.

3. Customizable data retention policies

VIPole delivers several important features businesses need to control access to sensitive data and the way employees share and store it. As you work together with co-counsels, you can still maintain privacy while staying flexible and secure.

• Create and apply standard security settings and set contact lists to team members.
• Easily organize the files by departments, clients and cases.
• Monitor the logs to keep track of who worked with legally-sensitive files.
• Restrict access to data and prohibit file downloads to devices.
• Set special mode to make confidential data on devices unavailable without authentication on the server.
• Remotely wipe all sensitive data and documents from the devices of the users.

Early users about using VIPole in the legal sector

«I started at a major law firm, but I realized that my clients trust me personally, not my employer. Now I work from where I want, and my clients live in different time zones. Our communication, apart from meetings face to face, used to constitute of mostly phone calls and emails. Secure calls and data transfers are fundamental in the legal business, so I examined instant messaging solutions with telephony and encrypted file transmission. For half a year, I’m using VIPole as it guarantees the safety of the sensitive documents my clients send to me». — David Cooper, legal adviser

«Our law firm is relatively small, and there are employees working remotely, and we used to discuss certain issues in WhatsApp when instant reaction was necessary, but later quitted it for security reasons. About a year ago, we decided to employ an independent service with end-to-end encryption for exchanging documents. VIPole seemed pretty good, and later we asked the developers whether it was possible to add a bot for automatic file sorting. Today this feature is one of my favorites in VIPole». — Alexander Jenkins, a law firm owner

«Last year, we united the assets of the two companies, mine and the one of my acquaintance. I was worried that the legal subtleties could affect our friendly relations. Most of our discussions with the legal advisors were online, and we used VIPole to stay in touch securely. I did not want the information about the deal to be revealed anywhere before we announced it». — Jane Griffiths, a law firm client

VIPole Lawyer suite: stay flexible, keep private

As legal firms and individual consultants can be trusted only given they can keep the secrets of their clients, they have to employ encryption to protect confidentiality. This used to be a tough task before the rise of encrypted messaging services as an alternative to less protected mass-market communication solutions. For legal efficiency, confidentiality, responsiveness, and addressing the security regulations of the teams, VIPole has developed a collaboration platform with end-to-end encryption and robust security controls. The special options of the app and the administrator Dashboard make VIPole Lawyer suite a solution that allows lawyers to stay in touch with clients 24/7 without making the business risky.

To find out more about how VIPole can make your team more agile and your communications safe — contact us and request free demo.

VIPole offers end-to-end encrypted messaging and collaboration solutions for teams and enterprises dealing with commercially or personally sensitive information, and individuals wishing to protect themselves from hackers, identity thieves and malware. More at www.vipole.com