You’ve dealt with the scenario where an employee leaves your law firm, either on their own accord or you letting them go. Of course, the next thing on your mind is finding their replacement.
But what about their old login credentials? If you’re like many small and mid-sized firms, that detail might slip through the cracks. Unfortunately, it’s not just a small oversight—it’s a major security risk.
Let’s break this issue down: why it happens, how widespread it is, and, most importantly, what you can do to protect your business.
How Big Is the Problem?
You’re not alone if your firm still has active accounts for former employees. A study by Osterman Research found that 89% of ex-employees retain access to at least one business system after leaving their job. This includes sensitive platforms like email systems, billing software, and client databases.
The legal industry is particularly vulnerable because of the volume of sensitive data you handle daily. Even if your firm hasn’t experienced a breach yet, those unused logins are a ticking time bomb. And the risk isn’t theoretical—Datadog’s State of Cloud Security 2024 report revealed that 60% of active cloud credentials are more than a year old, many of which haven’t been used in months.
What Are the Risks With Old Credentials?
Keeping old logins active opens your firm up to several serious risks:
- Unauthorized Access: A disgruntled ex-employee (or someone with access to their credentials) could log in and steal sensitive client data.
- Cyberattacks: Hackers love dormant accounts because they’re less likely to be monitored. Tools like phishing and credential stuffing can easily exploit these forgotten logins.
- Data Loss or Manipulation: Whether accidental or malicious, lingering access can lead to unauthorized changes in client records, legal documents, or financial data.
For law firms, the stakes couldn’t be higher. Beyond the financial damage of a breach, there’s the matter of trust. If clients lose faith in your ability to protect their information, your reputation could take years to recover.
How Can Law Firms Fix This?
The good news? Cleaning up these vulnerabilities is easier than you might think. Here’s a step-by-step plan to safeguard your firm:
- Audit Your Accounts Regularly
Start by reviewing all active user accounts in your systems. Identify accounts that haven’t been used in months or belong to employees who’ve left. - Revoke Access Immediately
Develop a clear offboarding process that includes disabling accounts the moment an employee leaves. This step should be as automatic as collecting office keys or laptops. We have a clear offboarding plan that doesn’t let details slip through the cracks. - Use Temporary Credentials
For contractors or temporary staff, issue credentials that expire after a set period. This eliminates the risk of forgotten accounts lingering in your system. - Invest in Identity Management Tools
Tools like single sign-on (SSO) or centralized identity management platforms make it easier to track who has access to what—and remove that access when needed. - Educate Your Team
Even non-technical staff can help protect your firm if they understand the importance of cybersecurity. A quick training session on password hygiene and recognizing phishing attempts can go a long way.
The Final Verdict
Old employee logins aren’t just an IT problem—they’re a business risk that can cost your law firm time, money, and reputation. The solution doesn’t have to be complicated, but it does require attention to detail and a commitment to protecting your data.
Take some time this week to audit your systems. By making these simple changes, you’re not just closing security gaps—you’re ensuring peace of mind for yourself, your team, and, most importantly, your clients.
Need help implementing a streamlined offboarding process? Reach out today to learn how IT solutions can protect your firm.