Security Best Practices Checklist

Print or bookmark this practical checklist to keep your practice secure against unauthorized access, accidental data disclosure, and digital fraud.

📋 Checklist for Every Legal Practitioner

Use this quick checklist to audit your daily digital habits:

[ ] Unique Password: My MtaaLex password is unique and not reused on my personal email, social media, or banking.
[ ] Strict Privacy: I have never shared my login credentials with colleagues, pupils, or administrative staff.
[ ] No Written Passwords: My password is not written on sticky notes, notebooks, or stored unencrypted on my desktop.
[ ] Official Email: My account is registered under my official law firm email address.

[ ] Screen Lock: My laptop, phone, and tablet lock automatically after 3 to 5 minutes of inactivity.
[ ] Lock When Away: I lock my computer screen (Windows + L or Cmd + Ctrl + Q) whenever I step away from my desk.
[ ] Software Updates: My operating system and web browser (Chrome, Edge, Safari, Firefox) are set to install security updates automatically.
[ ] Clean Downloads: I regularly clear confidential pleadings and client evidence from my computer's local Downloads folder.

[ ] No Public Computers: I avoid accessing client matters on public cybercafés or court registry computers whenever possible.
[ ] Sign Out When Shared: If I use an office reception computer or colleague's screen, I always click Sign out explicitly.
[ ] Never Save on Shared PCs: I never allow shared browsers to "remember" my login credentials.
[ ] Secure Hotspot: When in court or transit, I use my encrypted mobile phone hotspot rather than open, password-free public Wi-Fi networks.

[ ] Check Senders: I carefully verify sender email addresses before clicking links in emails claiming to be from MtaaLex, e-Filing, or KRA.
[ ] Zero Password Sharing: I remember that MtaaLex support will never ask for my password or verification code.
[ ] Prompt Reporting: If I suspect an unauthorized login, I immediately change my password and notify my Managing Partner.

Use this checklist to govern your firm's workspace and regulatory compliance:

[ ] Least Privilege Assigned: All staff members are assigned the lowest role needed for their daily tasks (e.g., pupils do not have administrative roles).
[ ] Admin Roles Restricted: Full administrative and financial rights are limited strictly to Managing Partners and authorized finance officers.
[ ] Quarterly User Audits: Our firm reviews the active user list every three months to verify that all listed individuals still work at the firm.
[ ] Stale Invites Purged: Any unaccepted or outdated user invitations are cancelled.

[ ] Verified Invitations: All new staff invitations are sent only to confirmed, official work email addresses.
[ ] Immediate Offboarding: When a lawyer or staff member departs, their MtaaLex account is deactivated on their final working day.
[ ] Case Reassignment: All active matters handled by departing advocates are reassigned to continuing partners or associates.
[ ] Historical Records Preserved: Past case notes, pleadings, and fee notes remain safely archived in the firm's permanent record.

[ ] Client Representation Verified: Before opening a matter, client details are confirmed to avoid internal conflicts of interest.
[ ] Sensitive Files Restricted: High-profile litigation or sensitive corporate transactions are restricted to designated lead counsel and approved collaborators.
[ ] Firm Incident Plan: Our firm has a clear protocol for reporting lost laptops, suspected email compromise, or data leaks.