A remote legal assistant needs real access to be useful, and client confidentiality requires that access to be controlled. This is a practical checklist, not legal advice; check your state bar's guidance on technology and confidentiality.
Principles
- Firm-owned accounts only. The assistant uses an email address, phone extension and case-management login that belong to the firm, so you can revoke them in minutes.
- Least privilege. Grant what the role needs. A receptionist needs calendar and contact records, not trust-account access.
- No shared passwords. Use a password manager with per-person sharing.
- Multi-factor authentication on every system.
Day-one access checklist
| System | Access level | Notes |
|---|---|---|
| Own mailbox; delegate access to the shared inbox | No access to attorney mailboxes unless needed | |
| Calendar | Edit on consultation calendars | Read-only on attorney personal calendars |
| Case management (Clio, MyCase, Filevine, Smokeball, PracticePanther) | Staff role, matter-level as needed | Disable bulk export if the system allows |
| Phone | User on your VoIP system | Calls recorded per firm policy |
| Document storage | Folder-level | No access to firm finance folders |
| Password manager | Individual vault + shared items | Revoke on exit |
| E-signature | Send from templates | Attorney approves before sending |
Devices
Ask each provider what it supplies. Get Staffed Up runs staff on dedicated virtual machines. Otherwise, require a firm-approved setup: up-to-date OS, disk encryption, screen lock, no shared family computer.
Confidentiality agreement
Have the assistant (and the provider, where it is the employer) sign a confidentiality agreement covering client information, return and deletion of data at exit, and no use of AI tools with client data unless the firm approves.
Offboarding
Same day: disable accounts, transfer open tasks, revoke the password manager, recover any firm files. Keep a written checklist so it's done the same way every time.
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