Is it Time to Transition to the Cloud?

By Joyce Brafford

Over the past 5 years, we’ve seen the use of the phrase “cloud based computing” sky rocket in terms of google searches, topics of articles, and discussions on community forums. With so many opinions about the “right way” to run an office, you may be wondering if basing your law firm’s data in the cloud is right for you.

Let’s weigh the pros and cons. Starting with the pros, you have “anytime-anywhere” access to your data. No more running into the office to find a file or look up a client transaction. So long as you have internet access, you can get to the virtual office. The second advantage to the cloud is 2-pronged. When using cloud options, you let another company handle storage and updates. Rather than purchase a server and costly programs, you will generally pay monthly storage or access fees that are significantly less than the cost of the locally hosted program- And you don’t have to run updates and patches. The host or service provider will take care of keeping your software current. The final advantage I’ll mention is compliance. Big name service providers will often have more experience and skill creating compliant software and process than you will. Let them make your life easier, and rest better knowing that they do this for a living.*

Now, don’t get too wrapped up in the benefits of cloud solutions. They are not right for everyone. There are some negative aspects of moving your data to the cloud. The first, and the biggest issues, are security and privacy. Yes, there are significant hacks from sophisticated hackers in our digital world. From LinkedIn to JP Morgan, we have learned just how serious a major security breach can be. With that in mind, we must remember that cloud storage and cloud service providers have a huge stake in keeping your data protected. They will have better security than you are likely to be able to afford, and probably have several layers of backup that make our offices look like they locked up with paper-clips. However, only you can make the decision that a cloud solution is secure enough for your business. The second important con to consider is the depth or breadth of cloud solutions. Because cloud solutions are built to appeal to a broad base, there are usually restrictions on how closely you can tailor a program or service to fit your needs. This means that software usually will have several generic fields or operations, and only a few moderately customizable options. If you need features that are highly specific to your law office, the cloud may not be right for you.

Now that we have addressed some of the concerns and benefits of cloud solutions, let’s begin the discussion of moving your business to the cloud. The first step is to know why you’re transitioning to the cloud, and how your new service provider can help you meet your transition, productivity, compliance, cost-saving, accessibility and security goals. I recommend that you work with a consultant who can help you manage this process. If you would like a referral, please contact us here at the Center for Practice Management.

Once your consultant, IT team, or you (You IT Guru) narrows down your choices for vendors, it’s time to do your due diligence. Find out what security measures your vendors take, and be able to articulate why or why not you believe that using that service would constitute compliance with the Rules of Professional Conduct. Learn how long the company has been in business. Know how large their client base is. Can you locate testimonials from other users? Can your current data be easily and accurately exported to the cloud? What are your customer service options? Do you qualify for any deals through the NCBA or other organization?

Once you satisfied yourself that you have all the answers you need to make an informed decision, work with your consultant to get your business on the cloud. This may take just a day, or it may take a week to get your office fully transitioned. During that time, make sure that you are still able to access important information like client files, time and billing transactions, bills and receipts, and accounting software. Do your best to limit your down time, and have a staff person or virtual assistant on hand to let your clients know that you may take a little longer than normal to return their calls.

Yes, there are several things to consider and prepare for if you transition to the cloud. But for many lawyers in our state, it’s been the right move.

For questions about consultants, cloud tech, or other practice management issues, call us at 919-657-1566.

*You must do your due diligence for any service provider or product.