The need for non-disclosure and confidentiality is a necessity in many fields, especially those practicing in the medical and legal fields. Although a virtual assistant may seem to be the perfect administrative solution for those attorneys wanting to become virtual law offices, their concerns regarding confidentiality and non-disclosure can be a discouragement in following through with a VA. In actuality, virtual assistants are well prepared to provide services in a manner that takes this issue into account.

Just how do virtual assistants provide services that insure non-disclosure and confidentiality rules are maintained? To begin with, many of us like Tamika R. Johnson of Administrative Partners LLC, and virtual paralegal, Dawn Draper of Michigan, have a section included in our contract that addresses the issue specifically. Some of us, like Lily E. Chambers of The Virtual Office Goddess have separate, detailed confidentiality agreements that are agreed upon and signed before work begins. In some cases, the virtual assistant only keeps files pertaining to client work for a set period of time, for example, 90 days, and then the files in their possession are destroyed. Arrangements can be made for all electronic documents to be transferred from the virtual assistant to the client via portable data drives, secure web storage or some other secure file transfer method before the actual destruction of files is done. These same secure websites, etc. can be used to transfer information and files from client to virtual assistant for the purpose of completing required tasks.

A knowledgeable virtual assistant also takes precautions within their own home office environment. Password protected internet access and client computer files as well as locks on storage spaces where physical files may be stored are precautions that many of us take, including Rebecka Melson of Virtual Business Services. In addition, my personal actions extend to tucking away any client related information on my desk or blanking out my computer screen if someone comes into my office while I’m working on sensitive client information.

The use of flash drives and external hard drives are common, and are used to store client files instead of storing them on the virtual assistant’s computer itself. With the use of these portable storage devices, they can be locked up when not in use for added security. And normal security measures such as up to date virus software and firewall software are also implemented.

Of course, you shouldn’t just take it for granted that the virtual assistant you choose is implementing these precautions. When you have your initial consultation with a potential virtual assistant, ask what their policies and precautions are for dealing with non-disclosure and confidentiality. If their answers don’t set your mind at ease, look for another VA. Whatever you do, don’t just assume that it’s impossible for someone working for you from a remote office to comply with what you need in regard to this issue. You could be closing the door to the perfect answer to the need for administrative assistance for your virtual law practice.

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Tina Hilton has combined her experience and training in the mortgage, real estate law/title office and medical office industries with her love and knowledge of computer/internet technologies to form Clerical Advantage Virtual Assistance Services. As well as her work as a virtual assistant, she also maintains the Conference Table Blog and is a contributing editor for the Home Office Warrior internet magazine for the Home Office Entrepreneur, writing regularly for their Virtual Assistant Section. She also recently launched her first e-book, An Introduction to Virtual Assistance for Businesses, aimed at helping businesses understand and utilize virtual assistance to their best advantage.

A virtual legal assistant using the VLO may be retained on a per-project basis or a more permanent working relationship may be established depending on the virtual attorney’s needs. Because of the remote accessibility of a web-based VLO, the virtual assistant could be located anywhere in the United States or even in another country, depending on the type of work the virtual attorney needs handled. If the legal work involves state specific laws, then a virtual assistant with paralegal experience in that state would be advisable. On the other hand, if the project is transcription or other administrative tasks, the virtual assistant’s home state would be irrelevant and the focus on hiring would be the virtual assistant’s level of experience and recommendations.

With any virtual assistant relationship, the VLO attorney must comply with his or her state bar association’s rules and regulations for professional conduct regarding management of nonlawyer assistants. Appropriate instruction and supervision should be given to any virtual assistant hired to work in a VLOTech virtual law practice. One of the safest law office practice methods for the VLO attorney to protect him or herself is to keep digital records of any communication of instructions to the virtual assistant from the beginning of the relationship.

If the virtual assistant will be working through the web-based VLO application, the attorney needs to emphasize the importance of nondisclosure and security for the VLO clients and that the virtual assistant should closely guard their username and password to their permissions-based VLO access. Again, most professional virtual assistants, especially those with legal training and experience, are more than aware of confidentiality and nondisclosure issues when working for a law practice.

Future development of the VLOTech application includes permissions-based access for legal assistants, such as a virtual assistant. The software will permit the backend VLO to be accessed by a virtual assistant while allowing the attorney to lock certain functions of the VLO which he or she may not want the virtual assistant to access. Even if a virtual practitioner decides against VLO access for a virtual assistant, the use of these professionals may be beneficial for the virtual law practice through the use of email or other forms of online communication provided the virtual practitioner practices the safe transmission of any sensitive attorney/client data.

For more information about virtual assistants and how a VLO may benefit from their use, please view the following links:

Home Office Virtual Assistant

Clerical Advantage

From Clerical Advantage: Projects Your VA Can Accomplish in One Hour or Less

Virtual Help: An Outsourcing Relationship with a Virtual Assistant Can Complete Your Team, Edward Poll, April 2006, ABA’s Law Practice Today

International Association of Virtual Office Assistants

International Virtual Assistants Association

Ultimate Virtual Assistant Guide from Productivity 501