MEMBER NOTICE: Recent Break-Ins at Member Offices

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Security Reminder

The Society has been made aware of three break-ins at member offices over the past three weeks, in each case resulting in the theft of files and office computers. These break-ins were in the Surrey / Fraser Valley area, but all members, regardless of location should take note.

We are sharing this notice so that all Members can take stock of their office security and understand their obligations if their own office is affected. We are not aware of any information suggesting the incidents are connected, but the pattern warrants caution.

Immediate Steps to Secure Your Office

Physical security

Digital security

  • Confirm that exterior doors, windows, and any interior doors to file storage areas lock securely, and that locks have not been compromised.

 

  • If possible, use secure online cloud storage, rather than storing physical paper files.

 

  • Review alarm system coverage and monitoring, including after-hours and weekend coverage.

 

  • If using paper files, all personal information such as ID should be removed before storing the file. The ID can be scanned and stored digitally.

 

  • Store client files in a locked cabinet or safe when the office is unattended, rather than in the open.

 

  • Ensure all computers and devices are password- or PIN-protected and, where possible, use full-disk encryption.

 

  • Avoid leaving computers, laptops, or external drives visible from windows or easily accessible after hours.

 

  • Confirm client data is backed up on a regular, automated basis to a secure off-site or cloud location, separate from on-site hardware.

 

  • Consider exterior lighting and, where practical, security cameras or a decal indicating the premises are monitored.

 

  • Use multi-factor authentication on email, banking, and practice management systems where available.

 

 
  • Keep an inventory (make, model, serial number) of office computers and devices to assist police and insurers if equipment is ever stolen.

 

If Your Office Is Broken Into

  • Report to police immediately.
  • Notify the Society without delay if client files, records, or a notary seal are stolen, missing, or otherwise compromised.
  • Notify your cyber security insurer (if applicable)
  • Assess your privacy obligations. If client personal information was on stolen devices or in stolen files, you may have obligations under BC’s Personal Information Protection Act to notify affected clients, and in some cases the Office of the Information and Privacy Commissioner, where there is a real risk of significant harm.
  • Change passwords and revoke access for any accounts accessible from stolen devices, and confirm with your IT provider that remote access to your systems has been secured.

Thank you for your attention to this matter and for the care you take in safeguarding client information and property.

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