Boiling Down 201 CRM 17.00 for Online Backup

There continues to be frantic analysis of 201 CRM 17 - the Massachusetts regulation for Protection of Personal information. The regulation requires not only thorough data protections measures, but also requires documentation and auditing of those measures. As with any new sweeping regulation, there is much speculation as to the effects. Here we've boiled down the verbiage to help clarify the top line requirements.

The implications for online backup?

Backed up data requires the same processes that the original data requires. Data must be encrypted and transit and at rest and secured using a comprehensive password policy. Specific personnel must be assigned to manage the process. The days of unencrypted backup devices and tapes will soon be over.

(17.02) The regulation applies to those who have personal information about residents of the Commonwealth of Massachusetts. That information is defined primarily as name with one or more of these: social security number, driver’s license number, financial account number, credit or debit card, or access codes that would permit access to financial accounts.

(17.03) Some highlights of the plans include: (letters match corresponding paragraphs in the regulation)
Developing and maintaining a plan with these aspects
a. Designating specific employees to design and maintain the plan
b. Identifying assessing internal and external risks to the data or the overall security of the plan.
c. Have specific policies for telecommuters
d. Impose measures for violation of the rules
e. Prevent terminated employees from accessing records
f. Make sure third party providers have the capacity to protect data
g. Collect the minimal amount of personal data required and give access to the smallest number of persons
h. Keep an inventory of where the data is kept
i. Regularly monitor and audit employee access
j. Revue the plan at least annually.
k. Document responsive actions taken in connection with any incident.

(17.04) On the technology side of the equation, there are additional requirements that describe user identification ID. passwords and the control of those.

If you want the research, see these links. The deadline for compliance was recently extended from January 2010 to May 2010.

Links:
The actual regulation 201 CMR 17
FAQ Issued by the Office of Consumer Affairs and Business Regulation (dated 11/2009)
Article on 201 CMR 17 in CSO Magazine

How to Backup Amicus Attorney Software

Amicus Attorney 2009 is a popular, if not the most popular, practice management software for law offices. Since the mid-1990s the software has helped tens of thousands of legal practices operate more efficiently. Because of the way we backup SQL databases DataPreserve Pro is uniquely capable of backing up the key files in Amicus. Here's how to do it. (with reference to data from Gavel & Gown Software, publishers of Amicus Attorney 2009).

There are two databases that store Amicus data. Include these in your backup:

1. Amicus, the core database for records and settings
2. AmicusMedia, the media database for People pictures and Graphics Customer Fields data

In addition, supplemental data is stored at both the server and at each workstation. On the server include:

1. Shared documents \Amicus Attorney PE Server\SharedDocuments
2. Document templates \Amicus Attorney PE Server\DocumentAssemblyTemplates
3. Custom Reports \Amicus Attorney PE Server\CrystalReportsTemplates

On each user's workstation consider backing up;

1. Custom Dictionary and the Spelling Auto-Text and Exceptions lists - to get to these use Windows Start/Run enter %appdata% and navigate to the \Amicus\[Amicus User ID] folder. Include this folder in your backup.
   
2. Custom Sounds - these are found at \Amicus Attorney Premium Workstation\Sounds or
   \Amicus Attorney PE Workstation\Sounds
   

Be sure to include these databases in the backup set.

2nd Law Organization Saved by DataPreserve

DataPreserve online data storage has helped save another law firm from disaster recently. Last month a San Diego based law firm moved their office network to a new server. This fairly routine task was scheduled for 5:30 PM – 6:30 PM one evening by IT consultant Jeff David of IT TechPros. Once the data transfer to the new server was initiated, Jeff left the site. Soon afterward he was alerted on his mobile device that the synchronization had stopped. For some reason the transfer had failed and the Exchange server had locked up. The company was unable to send and receive emails.

After several attempts they were unable to mount the Exchange and a get the new server running. Fortunately, all of the data was backed up and stored online with DataPreserve. The 4 GB Exchange store, with four years worth of data, was quickly restored to the new server.

“The DataPreserve solution clearly saved the law firm from a disruptive data loss.” stated Jeff David. “This situation is one of the many unexpected events for which we recommend online data backup and storage for our clients. We like the DataPreserve solution in particular because of its simplicity of deployment.”

Online data backup and storage is becoming the accepted standard for data protection for many small and medium sized businesses. Leveraging faster and more reliable internet connections, online backup allows an organizations’ critical digital data to be automatically encrypted and stored off-site. This protects the organization from the risk of data loss due to myriad factors, including fire, theft and technology issues.

DataPreserve Restores Data after Maricopa County Bar Association Fire

Last month a fire ravaged the offices of the Maricopa County Bar Association (MCBA) in downtown Phoenix. Yet within a month the organization is almost fully operational in nearby offices. One reason for the smooth transition? They use an online data backup and storage service.

The twelve person staff of the MCBA is no stranger to fires. In 2006 an electrical fire destroyed much of their office space. Wiser from that experience, they incorporated several aspects of business continuity into their operational plans. They were better prepared for the recent devastation that included destruction of the building, servers, communications lines and more.

“We understand very well the importance of backing up our critical data online.” explains Executive Director Allen Kimbrough. “After the last fire it cost us close to $75,000 to get our data back. After this fire, the first question I got from board members and others was, “Did you lose any data?” Fortunately, our critical files were backed up online so the loss was minimal. If we had kept only local backups on CDs, tapes or a server in our office, we would have lost everything.”

The MCBA services its members, the legal profession, the judicial system, and the public. Since its founding in 1914, it has been the largest voluntary bar association in Arizona. Yet even an organization of its size doesn’t have an on-staff information technology professional.

In addition to her duties as the Lawyer Referral Service Director, Linda Pena is called upon to oversee the computer technology. “I know the value of backups, and of getting them off-site. My responsibilities don't permit me to correctly support the technology that is so important to our operations. So we outsource technology support to Scottsdale Technology Solutions. They in turn connect us with DataPreserve, an online backup company based in Scottsdale.”

A recent article in the National Law Journal titled,“Data Security -- A Must Have,” strongly endorsed online data backup for all sizes of law a firms. Through online backup and storage provided by DataPreserve, the MCBA has been able to resume operations in a relatively short period of time.