Data Sprawl: The Silent Threat to Law Firm Security

Law firms manage vast amounts of sensitive information—client records, contracts, financial documents, and privileged communications. Yet, a growing and often overlooked problem threatens the security of this data: data sprawl. Information is scattered across multiple platforms, unregulated file shares, personal devices, cloud storage, and legacy systems, creating a complex and uncontrolled data environment. Alarmingly, 56% of firms lack a clear strategy to limit data sprawl, exposing themselves to security breaches, compliance failures, and operational inefficiencies.

Despite advances in cybersecurity, law firms continue to underestimate how fragmented data storage increases risk. Sensitive files are duplicated, misplaced, and accessed by unauthorized users, creating vulnerabilities that are difficult to monitor and mitigate. The longer firms ignore this issue, the greater the potential damage. Without a proactive approach to limiting data sprawl, firms leave themselves open to data breaches, regulatory fines, and costly inefficiencies that impact both profitability and client trust.

Why Law Firms Struggle to Contain Data Sprawl

Several factors contribute to the unchecked expansion of data within law firms:

• Lack of Centralized Information Governance – Many firms operate without a structured information governance framework, leading to fragmented data storage across various systems and devices.

• Over Reliance on Legacy Systems – Older document management systems often lack integration with modern tools, forcing employees to create workarounds that contribute to duplicate files and inconsistent records.

• Hybrid and Remote Work Models – Attorneys and staff work from different locations, often using personal devices, email, and third-party cloud services to store and share legal documents.

• Uncontrolled File Sharing and Email Usage – Without clear policies, employees frequently use multiple methods to share information, including unsecured external drives, personal email accounts, and unapproved cloud platforms.

• Failure to Enforce Data Retention Policies – When firms fail to establish and enforce structured retention and deletion policies, outdated files accumulate, increasing storage costs and compliance risks.

While these challenges may seem overwhelming, firms that take a proactive stance on data sprawl can significantly reduce risks and improve operational efficiency.

The Hidden Costs of Uncontrolled Data Growth

Data sprawl isn’t just a security risk—it carries significant financial and operational consequences. Storing unnecessary, duplicated, or outdated files leads to higher storage expenses and slows down document retrieval processes. As data accumulates across unstructured locations, compliance audits become increasingly difficult, putting firms at greater risk of regulatory violations.

When a security breach occurs, the costs escalate. A firm with uncontrolled data sprawl may struggle to identify what information has been compromised, leading to longer recovery times, increased legal exposure, and reputational damage. Additionally, excessive data storage increases liability in eDiscovery cases, as firms may be required to sift through enormous volumes of information to locate relevant records.

Firms that continue to operate without a data management strategy will eventually find themselves overwhelmed by inefficiencies, compliance concerns, and the financial burden of maintaining excessive, disorganized data.

Actionable Steps to Control and Secure Legal Data

Law firms can take immediate, strategic steps to limit data sprawl and strengthen security. A well-structured approach to information governance helps ensure that only necessary, properly classified data is retained and that sensitive files are secured against unauthorized access. The following measures can significantly reduce risk:

• Implement a Comprehensive Information Governance Strategy – Establish clear policies on where data is stored, who has access to it, and how it should be managed throughout its lifecycle.

• Enforce Data Retention and Deletion Policies – Regularly audit stored data to ensure outdated files are securely disposed of according to compliance regulations.

• Centralize Document Management – Utilize modern document management systems that integrate with existing tools and provide firm-wide visibility into data storage.

• Limit Data Access and Permissions – Implement strict role-based access controls to ensure only authorized personnel can view or edit sensitive legal information.

• Monitor and Secure Collaboration Tools – Establish policies for cloud-based sharing platforms, email usage, and remote work data security to prevent unauthorized data movement.

• Educate Employees on Data Security Best Practices – Provide ongoing training to ensure attorneys and staff understand how to handle client information securely and responsibly.

• Conduct Regular Data Audits – Proactively review data locations and security measures to identify vulnerabilities and eliminate redundant storage.

By taking these steps, firms can not only prevent security incidents but also enhance efficiency, reduce storage costs, and improve compliance readiness.

Strengthening Security and Operational Integrity

Beyond risk mitigation, firms that control data sprawl benefit from a streamlined, more efficient workflow. A structured approach to information governance allows attorneys and staff to locate critical documents faster, reduces redundant storage costs, and simplifies compliance reporting. More importantly, it ensures that client trust remains intact by demonstrating a commitment to data security and confidentiality.

Failing to address data sprawl isn’t just an IT issue—it’s a firm-wide concern that impacts every department, from legal teams managing cases to administrative staff handling records. Leadership must take an active role in ensuring that information governance is a priority, investing in the right technologies and policies to secure firm data without compromising efficiency.

Proactively Addressing the Data Sprawl Challenge

Ignoring data sprawl puts firms at unnecessary risk, but the solution doesn’t have to be complex. By adopting a structured, proactive approach, law firms can secure their data, reduce costs, and improve overall operational efficiency. The longer firms wait to address this issue, the more costly and time-consuming it becomes to rectify. For firms looking to assess and strengthen their information governance strategies, Mattern Associates can provide a clear path forward. Contact Mattern at info@matternassoc.com to learn how tailored solutions can help mitigate risks, optimize data management, and enhance law firm security.