Why You Need to Use Two-Factor Authentication (and Why It’s Not Enough on Its Own)

Let me be clear, cybersecurity isn’t just a “big firm” problem. Solo and small firm lawyers are targeted by bad actors because they know that smaller firms often lack the more robust defenses that big law can afford to deploy. And yet surprisingly, two-factor authentication (2FA), which is one of the most important cybersecurity defenses available, remains underutilized.

In the legal profession, trust is a lawyer’s currency. Your clients entrust you with their most sensitive data, to include personally identifiable information, financial records, medical histories, family secrets, and business strategies. In the solo and small firm space, where the cybersecurity tech stack may be lean and IT support minimal, protecting that trust means you need to do all you can to secure every digital doorway. This is where 2FA comes in. Just know that while 2FA can be a critical step forward in preventing the unauthorized access to the sensitive digital data stored on your firm’s network, it isn’t a silver bullet. So, let’s explore why it matters, how it works, and where its problems lie.

What Is Two-Factor Authentication?

Two-factor authentication adds an extra layer of security on top of your password. Instead of logging in with just a username and password, 2FA requires an additional form of verification, such as:

• A one-time use code sent via text message or email,
• A push notification to an authentication app (like Microsoft Authenticator or Google Authenticator),
• A hardware token (such as a YubiKey), or
• A biometric factor (fingerprint or face scan).

It’s rather simple. Even if a bad actor manages to steal your password, they can’t get through the door without that second factor.

Why is 2FA crucial for lawyers?

Because the stakes are high. You’re not just protecting your firm’s data; you’re protecting confidential client information. A breach could result in malpractice exposure, disciplinary complaints, and a potentially devastating loss of client trust. In addition, understand that:

• Passwords are weak - Far too often, people choose easy-to-remember passwords and reuse them across multiple platforms. Bad Actors can crack or steal them with relative ease.
• Phishing is rampant - Bad actors trick users into entering credentials into fake login pages every day. 2FA can stop those stolen passwords from being enough to open the door.
• Remote work increases risk - With cloud-based case management, email, and billing tools, lawyers and firm staff are logging in from more devices and locations. 2FA adds an extra layer of protection regardless of where one is signing in from.
• And you are subject to regulations and client expectations - Regulations like HIPAA, GDPR, and PCI DSS increasingly require multi-factor authentication. And many corporate and government clients now expect, and some require, their outside lawyers to have 2FA in place as a basic cybersecurity safeguard. The reason why is it blocks most automated attacks. In fact, Microsoft has reported that 2FA can prevent 99.9% of automated credential attacks. This includes phishing, keylogging, and brute-force attacks, all of which are common threats.

What are the weaknesses of 2FA?

While 2FA is effective, it’s not a panacea. You do need to understand its limits. The following are just a few of the ways 2FA can be defeated:

• Users are still vulnerable to phishing attacks - Sophisticated phishing attacks can trick users into entering both their password and their second-factor code. Some attackers even use real-time phishing kits which now mimic login pages and prompt users for 2FA codes that are forwarded directly to the genuine site.
• SIM-Swapping Attacks - If your 2FA relies on text messages, hackers may try to hijack your phone number through social engineering with your wireless carrier. Should they succeed, they will have control of your number thus enabling them to intercept your SMS codes and successfully log in.
• Device Loss or Theft - If your second factor is stored on your phone and that phone is stolen, an attacker could potentially gain access, especially if the device isn’t locked down.
• User Fatigue. Numerous repeated login prompts sent to one’s smartphone can lead lawyers (and staff) to approve fraudulent push notifications just to stop the notifications from coming. Once the push is approved, however, the bad actor is in. Push notification fatigue is very real. This is why training is just as important as technology. If something looks suspicious, like a login approval request that you didn’t initiate, never click “Approve.”

So, how can we get the most out of 2FA while minimizing its weaknesses?

• Avoid relying on SMS codes as much as possible. Use authenticator apps or hardware tokens, which are much harder to compromise.
• Train your team. Social engineering awareness training should never be viewed as optional. At a minimum, make sure everyone, including you, understands phishing risks and knows not to approve unexpected 2FA prompts.
• Secure your devices. Enable strong passwords, biometrics, and remote wipe capabilities on all phones and laptops used for work.
• Layer your defenses. 2FA is important, but it should be combined with other safeguards to include strong password hygiene, endpoint protection, and encryption.
• Have a recovery plan. Ensure you can still access accounts if you lose your phone or authentication device.

Final Thoughts

For solo and small firm lawyers, 2FA isn’t optional. It should be viewed as a baseline requirement for protecting your practice and your clients. Just don’t fall into the trap of believing it will make you bulletproof. It won't. The best security posture comes from a layered approach that acknowledges both the power and the limits of any single tool. Think of two-factor authentication as locking your office door at night. It will make you a far less attractive target, but it doesn’t mean no one will ever try to break in.