Tag Archives: Legal Case Management Software

Legal IT

Some considerations when moving your law firm to the cloud

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Statistics show that 38% of law firms in the US use cloud-based services. 53% does not, while the rest isn’t sure which of the services they use are cloud-based. The cloud services that are being used not only include cloud-based law firm management software, but also other services, like using the cloud for backups, or to share information with customers, etc.

In this article, we will focus on the pros and cons of cloud based law firm management software.

Advantages of using public cloud services

These are the main advantages of moving your law firm to the cloud.

Maximize Internet Security: when you host your own servers, and provide Internet access to them, security is a constant concern. It’s not obvious to always have the latest patches, a perfectly configured firewall, etc. Because it’s part of their core business, external cloud service providers are experts in secure provision. More likely than not, your data will be safer in the cloud.

Reliable Physical Security: Cloud service providers use data centres where a lot of attention is paid to physical security of the infrastructure. Typically, advanced security measures, like using biometrics, are in place to enter the premises.  The chances of losing data because your servers are (physically) stolen are virtually non-existent in the cloud.

Immediate Disaster Recovery: Cloud service providers have Disaster Recovery plans (and the necessary infrastructure) that can be implemented instantly, or on very short notice.

Predictable IT budgeting: when you use cloud-based services, your IT cost is far more predictable, as you typically pay a fixed subscription fee. Add to that, that in most cases, using cloud-based services is cheaper, because you need to invest far less in your hardware infrastructure!

Eliminating IT Distraction and Hassle: keeping your own IT infrastructure up and running can be time consuming. If you use cloud based services, that hassle largely becomes the concern of the service provider.

Inherent Remote Access: the cloud offers constant access, from anywhere, at any time.

Experienced Law Firm Cloud Services: most providers of cloud-based services for lawyers have been on the market for a long time, and have plenty of experience.

Innovation comes as standard with the public cloud: one of the challenges when managing your own IT infrastructure is knowing when to upgrade and when to implement new technologies. When using cloud-based services, you’re staying ahead of the curve, without having to worry whether the technology will cause any problems. Your provider will have tested them out in advance.

Flexibility provides a business advantage: the cloud can provide a law firm with extra flexibility which can be a business advantage.

A survey revealed the following reasons why law firms chose to move their business to the cloud:

  • Easy browser access from anywhere, 68%.
  • 24 x 7 availability, 67%.
  • Low cost of entry and predictable monthly expense, 59%.
  • Quick to get up and running, 49%.
  • Robust data back-up and recovery, 47%.
  • Eliminates IT & software management requirements, 40%.
  • Better security than I can provide in-office, 32%.

Caveats

But there are also some caveats that should be taken into account. When you are using cloud services, not only your IT infrastructure, but also all your data are in the hands of a third party. And you necessarily rely on Internet access to have access to your data. Law firm management software typically is mission critical for a law firm. If your access is interrupted, or if the critical systems that are in the cloud fail, this could cause serious problems, even put a law firm out of business. There also are concerns of privacy and lawyer-client confidentiality: does the staff of the service provider have access to your clients’ data? Security typically is better in the cloud, but a breach typically also has bigger consequences, and service providers for lawyers are preferred targets for hackers. Continuity also is a concern: what happens to your data if the service provider goes out of business, e.g.?

In his article on cloud computing for lawyers, David Canton listed the following issues to consider:

  • how mission critical the system is
  • what the consequences are of a short term and long term outage
  • how confidential or personal the information is in the system
  • can the information be encrypted in transit and at rest
  • how robust the vendor’s continuity plan is
  • the need for the business to have its own continuity plan – such as a local copy of the data
  • how robust the vendor’s security is
  • does the vendor have third party security validation to accepted standards
  • does the vendor’s agreement have provisions that back these issues up with contractual terms and service levels with meaningful remedies

Because of these consideration, there are law firms who explicitly choose to not use the cloud. When questioned, these were the reasons they gave to stay away from cloud services:

  • Confidentiality/security concerns, 63%.
  • Concerns of having less control of your data because it’s hosted by the provider, not on your own server/computer, 54%.
  • Unfamiliarity with the technology, 50%.
  • Concerns of losing access to and ownership of your data, 39%.
  • Cost/effort of switching from your current solution, 31%.
  • Cost of services, 28%.
  • Preference for owning software rather than paying a monthly subscription, 25%.
  • Non-web-based software programs you use are sufficient for current needs, 24%.
  • Lack of professional responsibility/ethics guidance, 24%.
  • Uncertainty over longevity of vendor, 20%.

 

Sources:

Legal IT

Legal Case Management Software Checklist (part 2)

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In part 1 of our legal case management software checklist we focused on the essential functionality that your software solution should provide. In part 2, we first pay attention to some optional modules and functionality that can be valuable for your firm. We will conclude with some general considerations with regard to the service providers and the services they provide.

Most service provides offer a range of additional modules, which often focus on specialized tasks, and therefore are optional. The reporting capabilities of a package are sometimes included and other times optional. They usually give a good insight in the maturity of the product. Further modules may focus on firm management, productivity, or logistics. Larger law firms will also be interested in knowledge management and data mining.

If your firm specializes in certain fields of activity, like, e.g. debt collection and recovery, mergers and acquisitions, liquidations, etc., special modules may be available that are specifically designed for those purposes. Sometimes other service providers offer such extended functionality, and you may have to work with more than one service provider.

If you are planning to use software solutions by other service providers, you must investigate whether these can be integrated in, or at least communicate with, your chosen software solution. We already gave the examples of third-party accounting software and optional specialized modules, but it also applies to more common scenarios. Most firms use Microsoft’s Office 365. And many people rely on either Gmail and Google Calendar, or on Outlook and/or Exchange for their email and calendar. If this applies to you, you will want a solution that offers a seamless integration with these applications as well.

These days, many companies use public cloud services (DropBox, Onedrive, Google Drive, etc.) for a number of reasons: to share documents or collaborate on them, to make backups of their data, etc. Does your software solution provide an integration with these services?

Security and Data are also important considerations. Does the software provide an easy user and permissions management solution with different levels of access? Are the data encrypted? Are email communications encrypted? Can the data be easily imported and exported? If you are looking at a cloud solution where the service provider hosts your data, what rights do you and the service provider have to the data? Can the service provider keep your data if you default on your payments, e.g.?

Thus far, we have given an overview of functionality requirements for your checklist. There are other important considerations, too. Apart from the functionality, you have to look at the User Experience (UX), e.g.: How intuitive and easy to use is the software? How are support and training organized? Are there manuals, tutorials, webinars or podcasts? When can the support desk be contacted and in what ways (phone, email, live chat, remote access, …)? The price, too, is of course an important consideration. Are there any hidden costs or costs that will increase over time? What about upgrades: what is the frequency, what are the conditions and what is the cost? Does the provider offer you a free trial period, and if so, for how long?

Last but not least, it is always a good practice to investigate to investigate the service providing company itself. What experience does it have in the field? How is its viability as a service provider?

Legal IT

Legal Case Management Software Checklist (part 1)

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What do you have to pay attention to when you want to automate your law practice? We’re presenting you a two-part article with a check list. In the first part, we focus on the necessary modules and offer some thoughts on technology. In a second part, we will focus on optional modules and additional functionality.

Essential functionality overview

As a rule, any legal case management software should offer the following functionality:

  • Contact Management
  • Case Management
  • Document Management
  • Task Management
  • Billing & Invoicing
  • Accounting
  • Client Portal

Contact Management

Lawyers don’t just deal with customers. They deal with a wide range of people and legal entities, in different capacities and roles. This is why many regular CRM programs won’t be sufficient. A decent contact management module is the cornerstone of any well-functioning law firm.

Case Management

As a lawyer, you work on cases. You need to meticulously keep track of everything that’s going on in the cases and the matters you’re handling. Typically, your case management is the central hub of your software that ties in with all other modules.

Document Management

There are two aspects to document management. On the one hand, as a lawyer you are likely to be confronted with thousands of documents, which may or may not pertain to one or more cases. You need a system to store, allocate and retrieve documents efficiently. On the other hand, as a lawyer, you constantly produce documents as well. That is the second aspect of Document Management: you need a module or app for document assembly (sometimes called an ‘act generator’). It uses templates that are filled out with the relevant data relating to the case.

Task Management

You also need to keep track of everything you have done, and everything you still have to do. Time Management in its widest sense covers several aspects, and often consists of several modules or apps. In order to increase efficiency, most programs work with predefined lists of frequently recurring tasks. Typically, there will be an app for fee management linked to that, that allows you to define default fees for specific tasks. You also will want the program to keep track of all the tasks you have already performed. As many lawyers work with a system of billable hours, a module for time tracking may come in handy, too.

You not only want to keep track of what you’ve done already, you also need to keep track of what you still have to do. As a lawyer, specific tasks often have to be performed at specific times, which is why you need an agenda and/or calendaring app.

Billing & Invoicing

Once you keep track of all the tasks you have performed, billing and invoicing becomes a piece of cake. Typically, the billing / invoicing module will not only allow you to create invoices. It also will allow you to generate statements, work with commissions, create intermediary overviews, etc.

Accounting

Ideally, your legal case management software should also have an accounting module that keeps track of all the payments you make and receive. Alternatively, your firm may want to use existing accounting software. If an accounting module is not included, then you should make sure there is a seamless integration between your legal case management software and the existing accounting software. And if you are dealing with third party payments, where you collect money on behalf of your clients, make sure the accounting module is designed to process those payments, as well.

Client Portal

As our articles on the new legal consumers indicated, these days a client portal is a must, too. A client portal is a place on the Internet where your customers can view, and possibly edit, their own data. Usually it’s a web site that is accessible with a browser, but it could just as well be a mobile app. In the context of law firms, client portals offer clients to ability to get an overview of their case or cases: what has been done, what still needs to be done, what has been billed, what has been paid, what third party payments have been received, etc. Often, a client portal will also offer the built-in ability to directly communicate with the client, allowing the client to ask questions.

An additional note on technology

These days, the majority of people are online on mobile devices. The software you choose should be able to offer web access, either through apps for mobile devices, and/or through mobile friendly web pages. Most leading software packages for legal case management are using cloud technology, be it private, hybrid or public cloud technologies, allowing you and your clients to access information from anywhere, at any time. Make sure you’re not choosing software that can’t be accessed over the Internet.

Continued in Legal Case Management Software Checklist (part 2)