Despite all the concerns and discussion out there over cloud usage by legal professionals, Dropbox still remains one of the most popular applications among lawyers. I am not going to discourse on whether or not that should be the case – the internet is rife with the opinions of very capable commenters on the subject – just remember that there are Bar rules out there about lawyers employing reasonable measures to ensure security when using the cloud. My personal use, however, takes into account the potential risks as well as rewards of using this free and cheap multi-user, cross-device sync app that a majority of cloud users have embraced. That means I enable security features whenever possible and store documents I have no fear of others potentially having access to. While that may limit others’ use of the service, I still find plenty of utility in Dropbox when I need to collaborate or share with someone else – and I have chosen not to use my other favorite sharing / storage service, Google Drive.
First, as with any other online service, make sure you have a very secure password – please, no 1234567! Did you know that is one of the most popular passwords out there? No duh! Make it hard to crack with letters, numbers, symbols and mixed caps. Also, disable automatic user log in on your computer and log out on your devices when not using the service. And, now that they offer it, enable two-factor verification – I have it on all services that allow for it, like Facebook, Twitter, Google, etc. Dropbox has it too – all this means is that when you (or anyone) attempts to log into your account on Dropbox, you will get a text message on your phone with a verification code that you will also need to enter to get into your folders. Dropbox also encrypts files on its side of the fence and you can too – check out Boxcrypter, which I wrote about here in the Studio, for an extra level of encryption on YOUR side of the fence. Some content creations applications, like Microsoft Office and Adobe Acrobat, let you password protect at the document level. You also can set Dropbox to selectively sync only certain files, thus limiting unwanted access where syncing isn’t really necessary. No guarantees that these steps will prevent any and all security breaches, but it certainly improves your odds in keeping your data intact.
Besides syncing, sharing and backup, there are some pretty cool uses for Dropbox. Automatically upload your photos from your devices to Dropbox by enabling the auto upload feature in the app. Set up remote printing by creating a print queue folder, and setting up a script that will look to the folder and print locally at home anything you add to it while on the road (thanks Amit Agarwal at Digital Inspiration Blog). If you use 1Password for your secure password storage, you can use Dropbox as a password backup application. Backup your WordPress blog to Dropbox using plug ins such as WordPress Backup to Dropbox, WP Time Machine andBackupBox. Use Wappwolf to automatically share, convert files, sync, zip, unzip, encrypt, decrypt and employ actions in other applications such as Evernote, Facebook, Flickr using Dropbox. There is little doubt that Dropbox’s popularity is one of its benefits – there are plenty of very smart users out there who create applications to extend the reach and utility of Dropbox because they use it too.
One last little gift to you: MakeUseOf has a cool chart showing off some of Dropbox’s tips, tricks, keyboard shortcuts, and tools and plug ins. Check it out – this really only scratches the surface of what you can do with the service. And remember, always sync responsibly!