TLOMA Today

As the Chair of the 2025 TLOMA Conference, I am thrilled to announce that this year's event promises to be one of the most engaging and informative yet. Scheduled to take place from September 16-19 at White Oaks in Niagara- on-the-Lake, this year’s agenda is packed with insightful sessions, dynamic speakers, and invaluable networking opportunities. Your 2025 Conference Committee team had been hard a work making this happen. Be sure to high five Amanda, Itzel, Emily, Joanne, Dawn and Brad whenever you see them!

Completed Agenda and Justification Toolkit

Our Educational agenda is now fully completed and brimming with sessions that cater to a wide range of interests and professional needs. From cutting-edge legal technology to innovative management strategies, there's something for everyone. For those seeking justification for their firm partners, detailed information is available on our website (at the bottom of the Registration tab) outlining the numerous benefits and opportunities that the conference offers. We are ready to help you help your firm Lead the Change!

Bites & Insights Session in Early June

We have scheduled a special in-person/virtual Lunch and Learn session for early June. This session will be great for first time attendees and regulars! We will provide a sneak peek into some of the key topics and discussions that will be featured at the conference.  It's a great opportunity to get a head start on the learning and networking that awaits in September.

Business Partners

TLOMA loves our Business Partners! We are especially grateful for 2 Elite Sponsors, namely IT Solutions and Purves Redmond Limited. Their commitment to excellence and innovation aligns perfectly with our theme of "Lead the Change”! Are you working with an exceptional Business Partner? Is there a product your firm needs? Please be sure to let us know if there are any Business Partners you would like to see at the conference.

Looking forward to seeing you in Niagara-on-the-Lake!

March is behind us, finally! I don’t know about you, but the first three months of the year are always so busy for law firm managers. It doesn't matter what your area of responsibility is; the beginning of the year has so many requirements: lawyers' bonuses, salary reviews, T-4s, Law Society returns, Government Partnership returns, T-5013s. I am happy that March 31 has come and gone.

April brings us Professional Administrative Day on Wednesday, April 23. I am sure that many of you are working on your plans to celebrate the employees of your firm.

TLOMA has plans for us this month. One of the features of your TLOMA membership is the TLOMA Compensation Surveys. TLOMA has a Compensation Committee that works diligently to curate the survey. Normandin Beaudry is the consulting firm that receives the data from participating firms and compiles the survey.  Two of the consultants from Normandin Beaudry will walk us through the key insights to participation in the survey at a launch meeting (Webinar) on Tuesday, April 8, from 12:00 PM to 1:00 PM.

We have our Spring Networking event on Wednesday, April 9, 2025. This is a chance to connect with fellow TLOMA members. Networking with peers from TLOMA is one of the things that I appreciate the most from my TLOMA membership. It's always enjoyable to chat with people who work in a similar environment to mine, in a casual and engaging setting. It's a great time to reconnect with colleagues. We are meeting at Jump Restaurant, 18 Wellington St. W. between 4:45 PM and 7:00 PM. Will I see you there?

Our Association provides us with a number of educational and training opportunities through our SIGs (Special Interest Groups). Check out the events calendar on TLOMA website for the upcoming SIGs. These lunch hour webinars help us stay current in this ever-changing business climate.

Our Professional Development Event: Shift from Manager to Coach: Empowering Leaders in Legal with the Coaching Advantage is held on May 15 from 12:00 PM to 1:30 PM. This looks to be a stimulating session.

Make the most of your membership by participating; the benefits are endless. Have a wonderful April!

Cybersecurity is essential for businesses today. With more than 4,000 cybersecurity tools available, companies have plenty of options to protect themselves from threats like hackers, phishing scams, and data breaches. But finding the right tools can be challenging, especially since many are highly specific and complex to use. To make matters worse, there’s a shortage of over 3.5 million cybersecurity experts, leaving businesses without enough skilled professionals to manage their information systems effectively. 

The good news? You don’t have to face these challenges alone. Let’s explore how you can create a secure environment for your business and stay protected. 

Why Cybersecurity Matters More Than Ever 

The Bureau of Labor Statistics (BLS) predicts a significant increase in demand for cybersecurity professionals from 2022 to 2032, reflecting the growing importance of risk management and information assurance in organizations. Businesses must proactively protect their information systems and networks to prevent costly incidents like data breaches and unauthorized access. 

Start with the Basics 

Building a strong cybersecurity system begins with the essentials. Think of it like building a house—you need a solid foundation before adding more features. Here are the most important areas to secure first: 

• Device Protection (Endpoint Security): Every computer, phone, or tablet your team uses should have software to protect against viruses, malware, and suspicious activity. This is called endpoint security. 
• Email and Communication Security: Many attacks start with fake emails (phishing) or harmful links. Tools can help filter out these threats before they reach your inbox. 
• Network Security Controls: Implementing strong security controls for your network ensures that malicious actors cannot gain unauthorized access to sensitive data. These controls also help monitor and prevent suspicious activities. 

Add More Layers of Protection as You Grow 

As your business expands, your cybersecurity needs may grow too. Here are some additional tools to consider: 

• Managing Devices: Keep track of all the gadgets your employees use and make sure they’re secure. 
• Mobile Security: Protect phones and tablets, especially if employees work on the go. 
• Browser Safety: Block harmful websites and keep online browsing secure. 
• Internet Security: Encrypt your internet traffic to protect sensitive data. 
• Data Loss Prevention: Keep confidential information safe from leaks or theft. 
• Cloud Security: Protect data stored in cloud services like Google Drive or Dropbox. 

Advanced Protection for Bigger Challenges 

Once you have the basics covered, you can invest in more advanced services to handle bigger threats: 

• Vulnerability Management and Penetration Tests: Regularly test your systems for weaknesses with penetration tests and vulnerability scanners to identify and fix security gaps. 
• 24/7 Monitoring (SOC): A team of experts watches over your systems to catch and stop threats in real time. 
• Incident Response Plans: Be prepared to act quickly in the event of a breach with a structured plan for incident response and recovery. 

Expert Help When You Need It 

Cybersecurity can feel overwhelming, but you don’t have to figure it out alone. Cybersecurity providers can offer specialized services to help businesses of any size, such as: 

• Virtual Chief Information Security Officer (vCISO): Get expert guidance without hiring a full-time executive. A vCISO helps you plan and manage your cybersecurity strategy, ensuring that your organization’s security is always a priority. 
• Employee Training: Teach your team how to spot phishing scams, avoid risky behavior, and respond to potential threats. 
• Emergency Support: If something goes wrong, you can count on experts to respond quickly and minimize the damage. 

Free and Open-Source Cybersecurity Tools 

Not every tool costs money. There are plenty of free cybersecurity tools and open-source options that are effective for small businesses. These tools are a great starting point for businesses on a budget. 

Final Thoughts 

Cybersecurity might seem complicated, but it’s something every business can handle with the right approach. Start by securing the basics, like email and devices, and build up your defenses as your needs grow. And remember, you don’t need to do it all yourself—expert help is available to guide you every step of the way. 

With enterprise-level cybersecurity solutions, expert support, and a clear plan, Armour Cybersecurity ensures your business is protected from evolving threats. Don’t wait for a data breach to happen—invest in your organization’s security today. Start small, stay informed, and build a system you can trust. 

If you're a lawyer running a growing practice, your to-do list is likely longer than your client intake form. Between meetings, handling client matters, and managing your business, administrative financial responsibilities can easily fall to the bottom of the pile. Before you know it, months, or even years, have gone by, and now your books are in disarray.

You're not alone. Many solo and small firm lawyers find themselves in this position. The good news? It's fixable.

In this article, you'll find 8 practical tips to help you get back on track – and stay there.

1.  Don’t Panic…But Act Now

Avoidance only makes the problem worse. Falling behind can put your practice at risk with the Law Society or the CRA. It also clouds your ability to make informed business decisions. The best time to start fixing it is now, not next month.  The longer you delay, the more the work piles up, more deadlines pass, details fade from memory, and penalties grow. Waiting only makes the cleanup more challenging and more expensive.

2.  Find The Starting Points

Pinpoint the last time each of your accounts was fully reconciled—operating, trust and credit card; that’s your starting line. The goal is to start from the point where things went off track and move forward chronologically.

3.  Get it Together

Before you can fix anything, gather everything. For each account, assemble all relevant documents starting from the point you identified as your last completed reconciliation

This includes:

• Monthly statements (bank and credit card)
• Invoices issued to clients
• Receipts for expenses
• Compliance documents (eg. Form 9A’s)
• Payroll records
• Previous reconciliation reports
• Teraview reports (for Real Estate)
• Etc.

4.  Don't "Go It Alone"

It might seem prudent to do your own bookkeeping, and in some cases, that works. But there comes a point where being too deep in the weeds means you’re stepping over dollars to pick up dimes. If you're more than a few months behind, or if your trust account is involved, it’s wise to bring in a professional legal bookkeeper, even if it’s just to get you back on track.

The rules around client trust funds are strict, and unfulfilled requirements or errors, even unintentional ones, can lead to consequences with the Law Society or the CRA. An experienced legal bookkeeper knows what to look for, how to correct issues, and how to get (and keep!) you audit-ready.

5.  Don’t Be the Bottleneck

Your firm’s cleanup can only move as fast as you allow it to. If you’re unavailable to answer questions promptly or slow to provide necessary documents, you’ve become the bottleneck. The last thing you want is to be the source of any delay. Delays at the top cause obstruction down the line. Make it a priority to respond, delegate, or get support.

6.  Get Organized While You Catch Up

While going through the catch-up process, assess how your documents are organized. Use this opportunity to start or improve your system, whether digital, physical, or both. Keep in mind that you don’t have to do it all yourself. Here, again, an experienced bookkeeper can help set up an efficient system that also keeps you compliant.

7.  Start a Routine

Once you're caught up, protect your peace by building habits and routines. For example:

• Review trust balances monthly
• Review P&L reports regularly
• Ensure trust is reconciled by the 25th of each month

Consider setting a recurring day, like “Money Mondays”, to review or complete essential financial tasks. Choose a schedule that works for you, whether weekly or monthly. Even with a bookkeeper, internal or outsourced, you should (at the very least) familiarize yourself and stay on top of key financial reports. When it comes to your bookkeeping and accounting, don’t just set it and forget it; you’re still the captain of the ship.

8.  Keep Your Hand on the Plow

“He who puts his hand to the plough does not look back.”

Once you commit to catching up on your financials, don’t stop until the job is done; every month is reconciled, every trust ledger is accurate, and every report is audit-ready. Don’t look back with regret, look ahead with purpose. Finish the job, and let momentum carry you forward. Momentum and consistency are everything. Stopping or delaying increases your risk of sliding back into the same chaos.

If you need help, reach out to a professional who understands legal bookkeeping as they will know exactly how to move things forward efficiently to get you from backlogged to balanced.

Small law firms face a significant challenge: they must protect sensitive client information with the same level of security as larger firms, but with fewer resources. In today's threat landscape, traditional antivirus software is just the beginning of what's needed to secure your practice.

Why Small Law Firms Are Prime Targets

Small law firms often believe their size makes them less attractive to cybercriminals. Unfortunately, the opposite is true:

• Small firms typically have access to the same sensitive client data as larger firm
• They often lack robust security infrastructure and dedicated IT security staff
• Many operate with limited security awareness training for staff

According to the Canadian Centre for Cyber Security, professional service firms, including small law practices, experienced a 300% increase in targeted attacks over the past two years. The average cost of a data breach for small professional service firms now exceeds $120,000 when accounting for recovery costs, legal fees, and reputation damage.

The Evolving Security Challenges for Law Firms

Beyond Email Phishing

While email phishing remains common, today's threats are more sophisticated:

• Business Email Compromise (BEC): Attackers impersonate trusted contacts to request fund transfers or sensitive information
• Credential Stuffing: Using stolen passwords from other sites to access law firm accounts
• Social Engineering: Manipulating staff through phone calls or messages to bypass security measures
• Mobile Device Attacks: Targeting the personal devices lawyers use to access firm resources

Client Expectations and Requirements

Clients now scrutinize their legal partners' security practices:

• Many clients now require security assessments before engaging counsel
• Losing client trust due to security incidents can be devastating to a small practice

Building Your Security Shield: A Layered Approach

1. Strong Identity Protection

The foundation of your security starts with who can access your systems:

Essential Actions:

• Implement Multi-Factor Authentication (MFA) for all accounts, especially email and practice management software
• Use a password manager to create and store strong, unique passwords
• Establish clear access control policies—limit administrative privileges to only those who need them

Cost-Effective Tip: Most modern cloud services include MFA options at no additional cost. Microsoft 365 Business plans include basic security features that small firms often overlook.

Beyond Essentials: Implement a comprehensive Identity and Access Management Solution, such as Microsoft Entra ID. The image below outlines the many security benefits provided.

2. Endpoint Protection Beyond Antivirus

Modern endpoint protection must cover all devices accessing firm data:

Essential Actions:

• Deploy Endpoint Detection and Response (EDR) solutions that detect suspicious behavior, not just known malware
• Ensure all devices—including mobile phones and tablets—are protected
• Implement automatic patching for operating systems and applications
• Encrypt all endpoint devices, especially laptops and mobile devices

Cost-Effective Tip: Consider managed EDR services that provide 24/7 monitoring without requiring in-house expertise.

3. Secure Communications and Document Sharing

Client communications and document exchanges present significant risks:

Essential Actions:

• Use encrypted email for sensitive client communications
• Implement secure client portals for document sharing instead of email attachments
• Establish clear policies for handling sensitive documents

Cost-Effective Tip: Many practice management systems include secure client portals, eliminating the need for separate secure communication tools.

4. Data Protection and Recovery

Ensuring your firm can recover from incidents is crucial:

Essential Actions:

• Implement automated, encrypted backups following the 3-2-1 approach (3 copies, 2 different media, 1 offsite)
• Regularly test data restoration processes
• Develop a business continuity plan specific to cybersecurity incidents

Cost-Effective Tip: Cloud-based backup solutions offer affordable protection without significant infrastructure investments.

5. Security Awareness Training

Your team is both your greatest vulnerability and your first line of defense:

Essential Actions:

• Provide regular, engaging security training (not just annual compliance exercises)
• Conduct simulated phishing tests to identify training needs
• Create a security-positive culture where reporting concerns is encouraged

Practical Implementation for Small Firms

Start with a Security Assessment

Begin by understanding your current vulnerabilities:

• Conduct a baseline security assessment focusing on your most sensitive data
• Identify gaps in your current protection
• Prioritize improvements based on risk and budget constraints

Leverage Managed Services

Small firms can access enterprise-grade security through managed services:

• Managed Security Service Providers (MSSPs) offer 24/7 monitoring and response
• Cloud security services provide protection without hardware investments
• Virtual CISO services give access to security expertise without a full-time hire

Create a Security Roadmap

Build security improvements into your firm's operational planning:

• Phase security improvements over 12-24 months to manage cost
• Include security upgrades in your annual budgeting process
• Review and update your security approach quarterly

Measuring Security Success

Track your progress against recognized frameworks:

• Map your security controls to Law Society requirements
• Implement client-specific security requirements
• Document compliance with relevant regulations (PIPEDA, provincial privacy laws)

Simple metrics can help track security program success:

• Percentage of staff completing security training
• Number of reported security incidents
• Results of phishing simulation tests
• Time to deploy critical security patches

Conclusion: Security as a Competitive Advantage

For small law firms, robust security is no longer optional—it's a competitive necessity. By implementing the layered approach outlined in this article, your firm can:

• Protect client data with confidence
• Meet increasingly stringent client security requirements
• Differentiate your practice based on trustworthiness
• Reduce the risk of devastating security incidents

Most importantly, these measures help preserve what matters most to small firms: your reputation, your client relationships, and your ability to practice law without the disruption of security incidents.

Let's rewind to a time before work-from-home debates dominated headlines - before the Covid pandemic forever changed how we work. A time when HR, thought leadership, and media were united around a common message—Millennials were ruining everything. A quick Google search of "Millennials ruined..." will reveal endless articles written on the subject.

It is well known that Baby Boomers represent the largest generation in history, followed closely by their children, the Millennials, who make up the second-largest generation. Today, Baby Boomers are between the ages of 57 and 77, while Millennials range from 29 to 44. As Boomers move into retirement, Millennials have become the largest demographic in the workforce. Their growing influence has reshaped workplaces, industries, and policies, including the way companies support employees in their personal lives.

The biggest shift? Millennials are reaching life milestones – like homeownership and starting families – at a later stage than previous generations. This delay is driven by various factors: some decide to complete postgraduate education before settling down, others prioritize career ambitions, and some, while focusing on other goals, haven't met the right person yet.

This shift has led to changes in industries investing in and prioritizing family-building needs. Insurance carriers have expanded coverage options for fertility treatments, new fertility clinics are opening nationwide, and policies are being introduced to improve access to reproductive technologies such as, invitro fertilization (IVF), a treatment that has historically been privately funded and prohibitively expensive. These developments aren’t coincidental but rather a direct response to the reality that one in six families now require some form of assistance on their family-building journey.

And it’s not just Millennials driving this shift. While previous generations tended to wait to address their fertility until they were ready for children, nearly half of Gen Z was found to be worried about their fertility despite not currently trying to conceive. A 2023 study by HRC Fertility found that nearly half of Gen Z is already concerned about their fertility, despite not currently trying to conceive^[1]. This generation is taking a more proactive approach, seeking fertility testing and fertility preservation (like egg freezing) to address their “fertility anxiety”. 

In response, more organizations are looking to incorporate family-building support into their employee benefits packages. These benefits range from fertility treatments like IVF, surrogacy assistance, and adoption support, recognizing that modern families are built in diverse ways. The increasing availability of these benefits reflects changing societal norms and a broader recognition that families are formed in diverse ways. A study by Sun Life found that over 50% of Canadian employees consider family-building benefits important, highlighting the growing demand for such support in the workplace.^[2]

Integrating family-building benefits into an organization's offerings yields several strategic advantages:

1. Talent Attraction and Retention

In competitive industries, like law, offering comprehensive benefits packages can differentiate a firm as an employer of choice. Employees with fertility benefits are more likely to stay longer and recommend their employer^[3] reducing turnover and associated recruitment costs.

2. Enhanced Employee Well-Being and Productivity

Navigating the complexities of fertility treatments, surrogacy, or adoption can be emotionally and financially taxing. By providing support, employers alleviate stress, enabling employees to focus more effectively on their professional responsibilities. This support fosters a culture of empathy and understanding, contributing to higher job satisfaction and productivity.

3. Commitment to Diversity, Equity, and Inclusion (DEI)

Inclusive family-building benefits demonstrate a firm's dedication to DEI principles. They acknowledge and support the varied ways individuals and couples may choose to build their families, including LGBTQ2+ employees and single parents. Such benefits serve as actionable initiatives, moving beyond DEI rhetoric to tangible support.

4. Positive Organizational Reputation

Firms that prioritize employee well-being through comprehensive benefits are viewed favorably in the marketplace. This positive reputation can attract clients who value corporate social responsibility and enhance the firm's brand image. For instance, Dentons was recognized as one of Canada's Top 20 Family-Friendly Employers for its exceptional family-friendly benefits, including an enhanced parental leave policy.^[4]

Law firms considering the integration of family-building benefits can take the following steps:

1. Assess Employee Needs

Conduct surveys or focus groups to understand the specific family-building challenges employees face. This assessment ensures that the benefits offered are relevant and valuable.

2. Partner with Specialized Providers

Collaborating with organizations like Sprout Family can streamline the implementation of comprehensive family-building programs. Sprout offers personalized support, including fertility health assessments, connections to surrogacy agencies, and guidance on adoption processes, ensuring employees receive expert assistance tailored to their unique situations.

3. Develop Inclusive Policies

Ensure that policies encompass all aspects of family-building, from fertility treatments to adoption support. This inclusivity reflects a genuine commitment to supporting diverse paths to parenthood.

4. Communicate Benefits Clearly

Educate employees about the available benefits through workshops, informational sessions, and comprehensive resource materials. Clear communication ensures employees are aware of and can effectively utilize the support offered.

5. Foster a Supportive Culture

Encourage open discussions about family-building challenges to reduce stigma. Providing access to counseling services or support groups can further assist employees in navigating their journeys.

As the workforce continues to evolve, so too must the benefits and support systems provided by employers. The increasing demand for family-building benefits is a direct response to shifting demographics and changing societal expectations. With more employees facing challenges on their path to parenthood, organizations that prioritize comprehensive family-building support will not only foster a more inclusive and supportive workplace but also enhance employee satisfaction and retention. As this trend continues, businesses that adapt to these needs will be better positioned to attract and retain top talent in an increasingly competitive job market.

In February 2021, a virtual court hearing in Brampton was interrupted by Zoom bombers who hijacked the meeting and posted explicit and racist images. According to the CBC, the plaintiff, a public speaker, had emailed the hearing’s Zoom link and login details to local journalists and posted them on her Twitter page. Court staff eventually ejected those responsible from the meeting, but the message was clear: security lapses can mean disaster.

When you set up a Zoom meeting with clients, you want to ensure that it’s private and secure. Any data breaches, unauthorized access, or improper handling of recordings can lead to ethical violations and legal liabilities, all outcomes that you want to avoid. This detailed security guide can help you keep your virtual meetings confidential and compliant.

Require Password Protection for Every Meeting 

Without a password, anyone with the meeting link can join. Zoombombing (where uninvited users infiltrate a meeting) can result in confidential client information being exposed or disrupted proceedings. 

To secure your meetings: 

• Enable "Require a passcode when scheduling new meetings" in Zoom’s Settings. 
• Share passwords only through secure channels (encrypted email or a legal case management system). 
• Use unique passwords for different meetings to reduce the risk of unauthorized access.  

For high-profile cases or sensitive client discussions, password protection is non-negotiable, so set it up before you send out the next invite.

Enable the Waiting Room Feature 

The Waiting Room allows the host to approve participants before admitting them, so that only authorized individuals can enter the meeting. 

To activate it: 

• In Zoom Settings, enable "Waiting Room" for all meetings. 
• Assign a legal assistant or IT staff member to verify and admit participants. 
• Participants to display their full name to prevent imposters from joining. 

For client consultations, witness interviews, or privileged case discussions, the Waiting Room is a must-have security feature. 

Restrict Screen Sharing and File Transfers 

Unrestricted screen sharing poses a serious security risk. A compromised participant could share malware-infected content, expose sensitive case files, or disrupt legal proceedings. 

To mitigate this risk, take the following steps: 

• In Zoom Settings, change "Who Can Share?" to "Host Only". 
• Allow screen sharing only when necessary and revoke it once completed. 
• Disable in-meeting file transfer and use encrypted email or legal document management platforms for sharing files. 

This ensures only authorized users can present case materials, which reduces the risk of data exposure. 

Lock the Meeting Once All Participants Have Joined 

Once all expected participants have arrived, the meeting should be locked to prevent latecomers or unauthorized users from entering. 

To lock a meeting: 

• Click "Security" > "Lock Meeting" after all participants have joined. 
• Inform attendees beforehand that late arrivals will not be admitted.   

For court hearings, arbitration sessions, or internal strategy meetings, locking the meeting eliminates the risk of unauthorized access. 

Require Two-Factor Authentication (2FA) for Zoom Accounts 

If a lawyer’s Zoom account is compromised, cybercriminals can access confidential meeting links, stored recordings, and client communications. Two-Factor Authentication (2FA) adds a critical security layer. 

To enable 2FA, do the following: 

• In Zoom Security Settings, activate Two-Factor Authentication. 
• Require staff to use an authentication app (Google Authenticator, Duo Security) rather than just SMS. 

This ensures only authorized users can access their Zoom accounts, reducing the risk of hacking or unauthorized login attempts. 

Disable Recording Unless Absolutely Necessary 

Zoom’s recording feature creates a digital file that, if not properly secured, can be leaked, stolen, or misused. Unless required for compliance or legal documentation, recording should be disabled by default. 

To secure recordings: 

• In Zoom Settings, disable "Automatic Recording" for all meetings. 
• Restrict recording permissions to the host only. 
• Store recordings in encrypted cloud storage, not on personal devices. 
• Follow a document retention policy to securely delete recordings after a set period.

Law firms handling sensitive client cases or privileged discussions should limit or avoid recording altogether. 

Use End-to-End Encryption (E2EE) for Maximum Security 

Zoom provides AES 256-bit encryption, but for highly sensitive discussions, End-to-End Encryption (E2EE) is recommended. 

Here’s how you enable E2EE: 

• In Zoom Settings, turn on End-to-End Encryption. 
• Inform participants that some features (e.g., cloud recording) will be disabled. 

For client meetings, negotiations, or internal case strategy discussions, E2EE ensures that only meeting participants can access the conversation.

Implement a Firm-Wide Zoom Security Policy 

Even with the best security features, human error remains the biggest vulnerability. A law firm-wide Zoom security policy ensures that all staff follow best practices to protect client confidentiality. 

A security policy should include: 

• Mandatory security settings, including password protection, Waiting Room enforcement, and restricted screen sharing. 
• Guidelines for sharing meeting links (never post publicly or send via unencrypted email). 
• Recording rules (who can record, where recordings are stored, and retention periods). 
• Regular staff training on Zoom security, including phishing awareness and account protection. 

By standardizing security protocols, Ontario law firms can prevent breaches, comply with privacy laws, and maintain professional ethics. 

Quick Security Checklist for Law Firms Using Zoom 

• Require passwords for every meeting 
• Enable the Waiting Room and verify participants 
• Restrict screen sharing to the host only 
• Lock meetings once all participants have joined 
• Enable Two-Factor Authentication (2FA) for Zoom accounts 
• Disable recording unless absolutely necessary 
• Use End-to-End Encryption (E2EE) for highly sensitive meetings 
• Train staff and implement a Zoom security policy 

Zoom Security is Critical Moving Forward

With virtual meetings now an integral part of legal practice, law firms must ensure that client confidentiality remains protected. Implementing Zoom security best practices is not just about protecting data: it’s about maintaining trust, complying with Canadian privacy laws, and upholding professional responsibility. 

Law firms in 2025 continue to be challenged by increasing sophistication of cyber threats and an ever more complicated technology stack to support and protect. As artificial intelligence advances, understanding both its potential and pitfalls has become an increasingly important risk topic for law firm leadership.

The Modern Threat Landscape

Law firms have always been attractive targets for cybercriminals. There have been a number of high-profile breaches – A quick Google search brings back a number of high-profile names- Mossack Fonseca (2016), Appleby (2016), DLA Piper (2017), Cravath Swaine & Moore and Weil Gotshal & Manges (2016), Seyfarth Shaw (2020) to name a few. However, most breaches are dealt with out of the public spotlight. So these are really the tip of the iceberg. But regardless of the level of public scrutiny, they undermine client confidence and have led to significant regulatory scrutiny.

AI is a Double-Edged Sword for Cyber Security

The emergence of sophisticated AI tools has altered the threat landscape. Deep fake technology now has the potential to enable highly convincing impersonation of senior leaders. AI-generated phishing emails can mimic a firm's communication style with uncanny accuracy. (Therefore if you receive any type of communication – not just email – that seems unusual validate before acting). Automation allows for malicious actors to operate at scale creating an arms-race between bad actors and cybersecurity professionals.

However, AI also has the potential to serve as a powerful defensive tool. Machine learning can detect unusual patterns in network traffic. AI-powered document scanning tools can potentially flag sensitive information being sent to unauthorized recipients, preventing data leaks that might otherwise go unnoticed. Again through automation, this can be done at scale, creating capabilities that outstrip manual approaches.

Essential Security Protocols for Law Firms

The key to protecting your firm remains unchanged - a dual approach of implementing robust security measures and in parallel, ensuring that your people are appropriately equipped to address the threats.

Here are critical steps every law firm should consider:

• All Partner and Employee Training and Awareness: Today's programs should include advice on how to recognize AI-generated deep fakes, understanding social engineering tactics, and maintaining good digital hygiene.
• Client Communication Protocols: Establish clear protocols for client communication, including verified (and ideally encrypted) channels for sensitive information exchange and multi-factor authentication for important transactions.
• Incident Response Planning: Develop and regularly update incident response plans that account for AI-powered threats. This includes establishing clear communication chains, containment procedures, and recovery protocols.

Building a Resilient Future

Looking ahead, the integration of AI in both offensive and defensive security measures will only accelerate. Law firms must adopt a proactive stance, regularly assessing their security posture and adapting to new threats. This includes:

• Continuous Monitoring: Implement 24/7 security monitoring systems that use AI to detect and respond to threats in real-time.
• Regular Security Audits: Conduct comprehensive security audits that include penetration testing and vulnerability assessments.
• Vendor Risk Management: Carefully evaluate the security practices of technology vendors and third-party service providers. They are an extension of your Firm.
• Culture: Foster a security-first culture where every member of the firm understands their role in maintaining digital security.

Conclusion

Success in this environment requires a balanced approach – leveraging AI's defensive capabilities while remaining vigilant against its potential misuse. By implementing appropriate measures, law firms can protect their clients' interests while maintaining their competitive edge in an increasingly complex security landscape.