I'm writing a guest blog post aimed specifically at attorneys concerned about using a virtual assistant due to nondisclosure and confidentiality issues. I know what steps I take, but I'm just one VA. I'd love to be able to give examples of what other VA's do as well. I'll gladly give mention and a link to you and your business in the post if you'd be willing to share.
I think this could really help alleviate some worries that professionals working under rules and laws of confidentiality have about working with a virtual assistant.

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~Tina Marie Hilton of Clerical Advantage
& founder of VA Survival School

In my contract I address this issue specifically. You could add to list to suit the specific needs of the clients.

7. Confidentiality.
During the term of this Agreement, and at any time thereafter, Contractor shall not, without the prior written consent of Owner, disclose to anyone any Confidential Information. "Confidential Information" for the purposes of this Agreement shall include Owner's proprietary and confidential information such as, but not limited to, customer lists, business plans, marketing plans, financial information, designs, drawing, specifications, models, software, source codes and object codes. Confidential Information shall not include any information that:

A. is disclosed by Owner without restriction;

B. becomes publicly available through no act of Contractor;

C. is rightfully received by Contractor from a third party.

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Tamika R. Johnson, MBA, Principal
administrative partners, llc
www.administrativepartners.net | http://adminpartners.blogspot.com

I have a specific 2.5 page confidentiality agreement I (and my clients) sign before I will begin work (ain't legalese great? ). The first paragraph reads:

Owner proposes to disclose certain of its confidential and proprietary information (the "Confidential Information") to Recipient. Confidential Information shall include all data, materials, products, technology, computer programs, specifications, manuals, business plans, software, marketing plans, financial information, and other information disclosed or submitted, orally, in writing, or by any other media, to Recipient by Owner. Confidential Information disclosed orally shall be identified as such within five (5) days of disclosure. Nothing herein shall require Owner to disclose any of its information.

I will send this to Tess and request it be added to the documents library...

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Lily Chambers, The Virtual Office Goddess, LLC
Author "How to Do Your Own Small Business Bookkeeping"

Sheesh. OK, Lily, I've worked for lawyers, I understand that things have to be spelled out, but does a 2.5 page confidentiality agreement ever get read? It makes you appear all the more professional, I suppose, which could be comforting to clients who will share financial info with you ... But do you think VAs like me - who receive and deliver very little that's concerned with finances - do we need such an extensive privacy statement?

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Mary H. Ruth/Virtual Writing & Communications
http://www.writingVA.com

Awesome feedback on this ladies, thank you!, but how about specific hardware/software, methods of dealing with any confidential info that comes into your home office, etc.??

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~Tina Marie Hilton of Clerical Advantage
& founder of VA Survival School

I also have in my contract a clause about non-disclosure and confidentiality. This is probably the best way to accomplish what you are trying to do. As a paralegal, I know first hand just how hard it is to gain the trust of an attorney, especially in the virtual world. Attorneys are generally a different lot of people who are very careful about the people they hire. Confidentiality and non-disclosure are the biggest issues as they should be because of possible malpractice issues. Dawn

Good question about the software. I am very curious about this as well.

First, my wireless internet is locked, you have to have a password to access it. I also put passwords on my clients' computer files. I'm in the process of having a lock put on the office closet so I can securely store files.

I live by myself currently and when I have guests I always keep the office door shut, no one is allowed to use the office computer. When my nieces and nephews come over and want to get on the internet I let them use the laptop. I don't store client files on the laptop, I use remote access to access the files on my office computer, so if I'm ever out and the laptop gets stolen or lost I don't have to worry about losing any files. I would also recommend password protecting any zip drives that you carry in case they get lost.

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Rebecka Melson ~ Virtual Business Services

Originally Posted by asthemoonclimbs

Sheesh. OK, Lily, I've worked for lawyers, I understand that things have to be spelled out, but does a 2.5 page confidentiality agreement ever get read? It makes you appear all the more professional, I suppose, which could be comforting to clients who will share financial info with you ... But do you think VAs like me - who receive and deliver very little that's concerned with finances - do we need such an extensive privacy statement?

It's the whole 'working with lawyers' thing, having little to do with just their financial information. I have run two law offices (an immigration office for 3 years, and a criminal/dui office for 2.5 years) and both sets of lawyers were PARANOID about confidentiality - not only the financial, but also client information, proprietary boiler-plate forms, etc. Every employee of both firms was required to read and sign a confidentiality form which, in both cases, was even more extreme than the one I use now.

I do, however, use a longer form than probably necessary for most VAs because I provide bookkeeping services.

I keep all client physical files under 'lock and key', password protect all client-related computer files (which are stored on a flash drive w/a backup on a removable hard-drive which is kept locked up w/the files when not in use), have password protection on my internet access modem, and have Norton Symantec, Zone Alarm, and F-Prot anti-virus protections on my computers. I realize this is probably overkill, but security is my major concern with client information. must be too many years working for attorneys.

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Lily Chambers, The Virtual Office Goddess, LLC
Author "How to Do Your Own Small Business Bookkeeping"

I wanted to thank everyone for their input on this subject, I'm drafting the guest post today, and expect it to be posted the first of next week. I'll be sure to post the link so that everyone that helped can check it out.
Thanks again! I really appreciated your assistance.

__________________
~Tina Marie Hilton of Clerical Advantage
& founder of VA Survival School