E-convey security

Conveyancing Month!

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The UK’s first monthly on-line journal dedicated to conveyancers!

Feature...

Text Box: E-conveyancing is most at risk from external sources, but there are also threats from internal sources. Hackers manipulate and change passwords to gain entry to systems. Viruses distort, modify, corrupt or even remove data stored electronically. Hackers Hacking is an offence under the Computer Misuse Act 1990. The key risk arises from a failure to introduce appropriate technology to: identify intruders within a system or network, and so prevent unauthorised access to your precious information. Firewalls are the principal defence here. They protect data entering and leaving the network. A firewall is the gateway for identifying unauthorised intrusion and protecting information. Intrusion detection and prevention systems identify unauthorised use, both internally and externally. The intruder is distinguished from authorised entrants. The system tells the firm that unauthorised activity has taken place, and may prevent the activity itself. Passwords Determined intruders employ software to detect passwords. Problems also originate with password holders and attitudes toward password security. Key risks arising from the use of passwords are: Failing to protect passwords Failing to change passwords Selecting obvious names and phrases Sharing passwords Disgruntled ex-employees If passwords are used, they should be as long as permitted and employ as many keys as possible. Useful tips when employing these include the:mixing of numbers and letters; deliberate misspelling of words; avoidance of words with personal associations; avoidance of recording the password in writing; and remembering to change passwords when employees leave the business. Viruses Virus infection occurs, for instance, by booting up a PC with an infected disk or CD, running an infected program, or opening an infected file. Key risks arise from failure to: identify viruses; prevent the intrusion of viruses, either through anti-virus software or sensible workplace procedures; properly manage Internet access. Because of the number of new viruses constantly being created, anti-virus software needs to be updated on a daily basis. Automated updates are now a standard feature of all reputable anti virus software packages, such as AVG, SOPHOS and Norton. Online Payment Systems E-conveyancing will involve the conveyancer in online payment of significant sums. There are two principal risks to watch out for: confidentiality of the identity of the client, and the data transmitted; and criminal activity. Key risks arise from failure to: ensure the transaction is performed without risk of interception ensure the transaction is performed confidentially ensure the transaction is performed with the intended party ensure the transaction is not fraudulent. Technology solutions are available for online payments, but operational issues also arise. For instance, are there sufficient resources available to support the operation? Can training and supervision be provided? The practice will need to consider how to manage the setting up and operation of the facility. Business Continuity Risk Practices must adopt strategies to protect against interruption to the e-conveyancing process. The need for business continuity planning arises from the firm’s responsibility to its clients and the need to comply with legislation, practice rules, regulators and insurers. Data should be backed up on a regular, usually daily, basis. Identify a facility that will back up data off-site. The safe storage and preservation of data is also an obligation under the Data Protection Act 1998. In the event of business discontinuity, the firm will need to locate relevant staff as quickly as possible. In practical terms, contact details of key personnel should be safely stored and be easily retrievable, and such personnel should be trained to cope with business discontinuity.

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Explanatory note

Explanatory note

Explanatory note

E-Security

IT Columnist, Rupert Kendrick, highlights some key security issues as the

curtain rises on

e-conveyancing.