What does it take to work with Fortune 500 companies? Legal Workspace’s CEO Joe Kelly speaks with Law Practice today to discuss how law firms can attract and win new corporate clients in 5 easy steps. Read more.
How to Attract and Win New Corporate Clients in Five Steps
10 Tips for Streamlining Case Management Software
Practice and Case Management applications empowers attorneys to streamline their law firms. Case Management software is a powerful tool that centralizes firm client information, including contacts, cases, calendars, documents, and other essential client case information. Over time, the databases need to be cleaned-up to preserve data integrity and accuracy. Here are 10 tips to keep your practice management database trim, relevant, and running at optimal speed.
1) Inactivate or delete outdated Codes/Categories
Most Case Management systems have a coding system in place to organize and search data. The coding optimizes the organization of the data, lists, and reports within the database. When a Case Management software installs typically codes are included by default. Some of these codes may work for your firm’s environment and other may not apply. Additionally, codes are added to the database to meet the firm’s business requirements. However, over time the codes may become redundant, irrelevant, and cluttered. It is important to remove unused codes and make outdated codes hidden or simply delete.
2) Remove Duplicate Contacts
Case Management applications include a firm shared contact List. Because it is a shared database, there will inevitably be duplicate contact records. Most Case Management systems contain a built-in duplicate contact utility to combine or delete duplicate contacts. In some systems, the Contact records will be compared to the other Contact records based upon the search criteria selected in the utility. The utility will combine your duplicate Contact Records and transfer all related records with this Utility. In my database administrator handbook that equals awesome!
3) Handle Terminated Staff
This seems to be a common thorn in every firm’s side. Leaving the former staff in the system clutters the staff list. If the staff member was part of a group or team, the information will need to be updated. Are there any work flows that include the terminated Staff? Terminated Staff should either be deleted or made Inactive.
4) Archive Records
It is important to keep the active lists trim with active data. Leaving closed Matters and Clients in the Active list is creating unnecessary clutter. Use an Archive utility to move the closed Matters and their related records to an Archived or Inactive list. This practice will keep the active lists current and easier to navigate.
5) Use the Recycle Bin
Delete outdated and incomplete data records from the various lists. Data entry errors will occur and need to be deleted. In many Case Management systems, Records may be deleted individually or in batch. Remember to empty the Recycle Bin periodically.
6) Update or Delete Old Document Generation Templates
Outdated document generation templates in the firm’s Case Management software can cause serious problems. It would be very problematic for a staff member to accidentally use an outdated template. Keep the list trim and current with the firm’s needs.
7) Remove unused and outdated shortcuts and favorite shortcuts
Many times I will find multiple shortcuts to data and lists being used. Most of them work and others do not. Non-working or outdated shortcuts creates a distraction and frustration for all staff members. Some of the shortcuts may be outdated because the business workflow has changed, or a practice area is no longer part of the firm’s practice. Shortcuts are a powerful and easy method to access the firm’s data. But if they are outdated or no longer work, they need to be deleted.
8) Delete outdated work flow templates
Many of the Case Management applications contain customizable work flow templates for calendaring. It is imperative to update the templates as court rules change. If the template is out of date, these can cause serious problems with calendaring rules. Alternatively delete the template if it will no longer be used.
9) Clean-up the Case Management internal instant messaging
If the firm is using the Case Management internal instant messaging, the rule should be “Read and Delete.” There’s always one or more staff members who are using the instant messaging as their pseudo ToDo List. If this is an issue for your firm, contact a partner to design a strategy for clean-up.
10) Run Maintenance
It is important to remember that case management applications are a database that needs maintenance, similarly like your vehicle needs maintenance. Maintenance should be run on a routine basis based upon the firm’s use of the software. At the very least, Maintenance should be run quarterly and more often based upon the usage. Consult with your certified partner regarding a recommended maintenance routine.
Lisa Zurcher is a Legal Applications Specialist for Business Network Consulting (BNC) and Legal Workspace. Lisa is an experienced software and business consultant offering services in Colorado and nationwide. She is an Advanced Certified consultant for Time Matters®, Billing Matters ®, PCLaw ® and various cloud based applications. Contact Lisa for all your application needs.
What’s New with Worldox
Legal Applications Support
Supporting our clients’ legal applications is a source of pride at Legal Workspace so our engineers are constantly polishing their knowledge and learning new application features. That’s why we’re constantly attending software training events.
Since Worldox is one of the most popular document management solutions, we decided to ramp up our Worldox support team by sending two additional engineers to the Worldox Reseller Conference in Arizona.
Worldox Training
The Worldox conference offered engineers advanced training in new features and upgrades, best practices, new cloud offerings, and common technical requests such as:
- — Upgrading from Worldox GX3 to GX4
- — Worldox Enterprise training
- — Worldox Connect training
- — Converting files from other document management systems
- — Customizing Worldox cabinets for users
- — Improving the Worldox user experience to increase efficiency
Worldox is an incredibly robust document and email management solution. Our engineers can customize your Worldox environment to fit the needs of your practice. We highly encourage users to reach out for assistance:
- — Saving sensitive documents locally (e.g. HR or private records)
- — Digitalizing records (this doesn’t have to be painful or tedious)
- — Ensuring data security
- — Collaborating on documents
Legal Application Consulting, Support and Customization
Our team of experts is ready and willing to assist with all of your legal and business specific applications! Not sure which applications are right for your firm? We can help you decide what’s best based on your needs, budget, timeframe, and existing infrastructure.
Shoot us an email: info@legal-workspace.com
Give us a call: 877-713-8302
2 Easy Ways to Tighten Security
Law firms have an obligation to keep client data secure. As hacking becomes an ever-increasing threat to businesses of all sizes—especially those that store and transmit sensitive data—two options, Two-factor Authentication and Email Encryption, can help put up barriers.
Two-factor Authentication (2FA): What is it?
2FA simply verifies a user’s identity a second time to make sure that the person making the request to enter a system is the actual user.
Often, it works in such a way that you enter your log-in credentials as usual, then the system sends a code to your cell phone that you enter to verify your identity a second time before you can access the system.
2FA is quickly becoming more prevalent in the business world. Some companies that currently use it include Google, Apple, Facebook, Twitter, Dropbox, Paypal, and Citibank. Many colleges and universities, including Penn State and the University of Chicago, are also adapting their systems to incorporate 2FA. Because these organizations understand that the data they house is precious to their users, they know that extra security is necessary to protect that data. It’s only a matter of time before 2FA becomes the standard.
What advantages does 2FA offer?
It can be frustrating to come up with a unique password for every single account—and that means that many people duplicate passwords across accounts or use simple and easy-to-remember passwords and passphrases. That may make it more convenient for the user—but it makes hacking more convenient, as well.
Even a strong password might not be enough because hackers sometimes use tools that repeatedly guess passwords. Such a tool was used to hack Apple’s iCloud in 2015 [link to: http://www.businessinsider.com/icloud-hack-idict-patched-by-apple-2015-1]; many high-profile users were affected. One way Apple responded was by improving 2FA.
Whether users employ weak log-in credentials, their information gets stolen, or they repeat passwords across accounts, 2FA adds an extra layer of protection that protects law firms’ data.
How does 2FA work?
Legal Workspace offers 2FA as one of the many security options so its clients can experience greater peace of mind around data security. When a Legal Workspace user logs in, he or she can automatically receive a one-time code on his or her Smartphone app. Then the user enters the code in the Legal Workspace environment and gains access to their workspace. The whole process takes five seconds or less.
Most users find the process painless, but if any issues arise, Legal Workspace offers complimentary technical support for assistance.
Email Encryption: What is it?
Email encryption protects content from being accessed and read by unauthorized parties. When an attorney sends a sensitive document to a client, he or she probably assumes that no one but the client will be able to see it. However, most email can easily be accessed by hackers determined to get the information, and the device where email is retrieved and stored—whether that’s a laptop or a Smartphone—is also at risk.
What advantages does Email Encryption offer?
Attorneys know it’s their duty to perform due diligence to protect client privilege. Sending unencrypted documents puts client data at risk—especially since email is one of the most vulnerable and targeted areas for anyone.
When a user opts to send encrypted email, the sent document is never stored on that user’s email server or computer. That means that the information is safe in the event of a computer or email server hack. It also protects information in case laptops or other devices are stolen or lost.
How does Email Encryption work?
Legal Workspace uses a system that works as follows: An attorney who is sending something to a client types the word “encrypt” in the subject line. Instead of the email server sending the email to the other party directly, it instead sends a link that informs the client that he or she has been sent an encrypted email. The client clicks the link, goes to the website, and can access or download the sensitive document from the website, bypassing the email system completely so the files are never stored on the recipient’s email server.
2FA and Email Encryption considerably help law firms battle ever-increasing threats to security. It’s no longer enough to cross your fingers and hope that hackers won’t attack your firm. If you store and transmit sensitive information, you are at risk. These two offerings mitigate that risk by giving you extra layers of protection.
Everything You Need to Know About Cryptolocker & Ransomware
Cryptolocker Strikes
Buzzzzzzzz-That’s the sound of your alarm clock going off at 5AM, you have a big day ahead of you. You grab your phone, which moonlights as your alarm clock (among other things), and silence the alarm. With your phone in hand, you glance at your email — low and behold, there is the email from your client you’ve been waiting for! Quickly, your feet hit the floor, you move swiftly to your Keurig machine and brew up your morning cup while simultaneously powering on your laptop… Multitasking before 6am was not your plan, but you are very anxious to get logged in so you can open the attachment your client sent you.
Java in hand, shaking the sleep out of your eyes, you open your email, double click on that attachment you received, and you wait for it to open…. wait, why isn’t it opening? You double click it again and still nothing. Hmm, maybe the third time is the charm… double click and nothing. Frustrated, you decide to check the news and browse the web while you wait for your file to open. You open your browser and POW! What’s that noise? All of the sudden your computer is screaming at you and there is a message on your screen you have never seen before. Your computer is telling you it’s been infected with a virus meaning all of your files are locked and encrypted. To regain access to your files you need to call a strange international number and provide them with 5000 bitcoins (not dollars, yen, or pesos, but bitcoins– Bitcoins. What’s a bitcoin? Where do I get them?). Why is this happening to me? What on earth is going on?
What Is CryptoLocker and Ransomware?
You’ve just fallen victim to one of the most emerging cyber attacks on the planet. The email you thought was from your client was really a “spoofed” email address from a fraudster looking to make a quick buck off the innocent and unsuspecting professional. In technical terms, it’s called ransomware. The good news is, the story painted above did not actually happen to you, but it could.
Once considered a consumer problem, ransomware has morphed to target entire networks of computers at law firms and other businesses. These entities have more to lose than the average consumer making them prime targets for cyber crimes. According to the U.S. Department of Justice, ransomware attacks have QUADRUPLED this year compared to just one year ago, averaging about 4,000 a day. Typical ransomware payments range from $500 to $1,000, according to cyber-risk data firm Cyence Inc., but some hackers have demanded as much as $30,000. Every infection is unique and equally as painful to recover from.
How do you Prevent Cryptolocker and other Ransomware Attacks?
Now, you have to be wondering what you can do to prevent this happening to you and your entire practice….. The last thing you want to do is tell your largest client that all their matter files are corrupted, infected, and useless. The best thing you can do to prevent cyber attacks from happening to you is to invest in your technology, know what you’re up against, and train your employees. We recommend starting with the basics:
Anti-Virus Software- You have a myriad of choices when it comes to Anti-Virus software. Companies such as McAfee, Trend, and Symantec offer suitable small business products. These can help catch the majority of these infections before they begin.
Look before you click- When you receive an email with an attachment, look at the sender’s address to make sure it’s coming from their actual email address. Some spoofing attacks will use an email address that’s very similar to a legit one – chris@gmaiil.com instead of chris@gmail.com. It’s easy to overlook the extra letter in the domain name. If you question the email’s validity, check with the sender to ensure they sent it. If it came from someone you don’t know, or looks phishy (pun intended), delete the email immediately.
Augment your IT infrastructure to an IT Company- Spend your valuable time practicing law not figuring out IT. Companies, like Legal Workspace, spend the time, money, and effort to implement enterprise-level protection against online attacks. You’re in business to practice law, not understand and implement corporate IT solutions. Leave that to the experts.
I’m sure you’re glad this situation did not happen to you, and so are we. The cyber world is moving at a vigorous pace that can be hard to keep up with. Employ legal technology professionals to keep up with emerging threats and cover your bases for you. Practice law, not technology — leave your cybersecurity worries to us.
5 Ways Employees Accidentally Threaten Data Security
What do you think is the biggest threat to your IT security system? A hacker getting past your firewall? Unencrypted emails? Lack of consistent back-ups? Those may be serious concerns, but the biggest threat to security for a law firm is actually its employees.
That’s right: The very people who keep your organization running are the same people who might be putting your data at risk. Here are the top five ways in which employees jeopardize security.
1. Opening email virus attachments
An attorney receives an email with an attachment called myresume.zip. He or she opens the attachment, and—just like that—a CryptoLocker Ransomware virus is running rampant through your network.
CryptoLocker Ransomware viruses install a program on the infected computer that systematically accesses and locks all of the data files—including network files. To regain access to the files, money (usually hundreds of dollars) must be sent to the hacker. This type of virus can be increasingly aggressive and quite lucrative for the hacker. And, there’s no guarantee that the hacker will honor his side of the deal and unlock the files.
This is one of many viruses that an employee could unleash into your law firm’s network by simply clicking the wrong link or opening an unsafe email attachment. To halt this type of attack, educate employees not to click on anything unknown. Make sure that your antivirus programs are regularly updated and can sufficiently block malware file types and are capable of removing infected files.
2. Weak user IDs and passwords
As the number of usernames and passwords needed by the average person increases, some employees take the following shortcuts to remember their information.
• use the same ID and password across multiple accounts
• use common words or phrases
• use personal information, like a spouse’s name or birthday
Weak user IDs and passwords account for a significant portion of data breaches. A 2015 security analysis states that along with weak remote access security 94% of breaches were because of weak passwords. Often, news stories about famous people being “hacked” are actually about people or automated programs gaining access to celebrities’ information because they’ve been able to guess their usernames and passwords.
Educate users about what constitutes a strong password and put systems in place that require frequent password changes.
• use passwords of 10-charcter length or more with complexity
• randomly insert symbols and numbers mixing lowercase and uppercase letters
• use multiple security questions
3. Phone scams to access a computer
An employee might receive a telephone call from someone claiming to be from Microsoft support. The caller might say that the attorney’s computer has been compromised and is sending out critical personal information. In order to correct the problem, they must allow the caller remote access to his/her computer or give other identifying account information.
Of course, the caller isn’t really a Microsoft support representative. It’s a very sophisticated hacker. Warn employees about phone scams. Callers might claim that they’re following up on open service tickets or investigating virus infections. Employees should never allow unknown callers remote access to their computers.
4. Unrestricted administration rights
If every attorney and staff member has permission to install programs or applications at the firm, it forms a security loophole. These security risks create vulnerabilities on the computer that can be exploited by hackers to gain access to the network. Many employees are tech-savvy and aware of current security threats, but some may inadvertently download a virus or malicious application.
To prevent these weaknesses and diminish the risk of downloading malware, tighten administrative rights so that an individual—someone in a supervisory position or an IT legal professional—manages program and application installation. .
5. BYOD security risks
Bring Your Own Device (BYOD) opens security holes in a couple of different ways: through home computers and various other devices.
When employees use home computers, a Virtual Private Network (VPN) connects them to the company network for remote access. But, the company doesn’t have any control over the home computer’s security. Is there robust antivirus software installed on that computer? Are there others at home using the computer unknowingly downloading viruses? Is it updated regularly? All of these threats, if not regulated could place the entire law firm’s data and security at risk.
Tablets, Smartphones, and other devices can also complicate the process of securing a network. One potential issue has to do with applications installed on Smartphones or tablets. Permissions for those applications might allow a third party access to data, such as images or contacts, on that device. Access to images on one of these devices could leak sensitive confidential information that compromises your client or law firm.
How to protect employees from themselves
Provide a work station use policy, which outlines do’s and don’ts for employees. Training helps employees understand the reasons behind the policies and reinforces appropriate actions.
Legal Workspace is a cloud service for law firms that provides IT training for its clients and employees. We work with clients to implement a number of security policies and procedures to protect data against security threats. And, because Legal Workspace’s cloud-based solution is designed in such a way that remote devices can only access the environment through an encrypted channel, BYOD issues get eliminated.
Employees’ mistakes could have serious consequences to your business. Take the necessary steps to protect your system today and increase your data security for the future.
In-House or in the Cloud: Choosing the Right IT for Your Law Firm
This article was written by Joe Kelly, CEO of Legal Workspace, and published in Colorado Lawyer.
Whether attorneys are hanging their shingles or working at large firms, information technology (IT) is probably not their highest priority. Most lawyers would rather focus on practicing law than worrying about technology. Nevertheless, IT plays a vital role in the business of law today.
Complicating matters is the growing necessity for practices to support mobile devices and a virtual workforce. At the same time, firms must also ensure security and compliance with professional obligations and regulations, such as the Colorado Rules of Professional Conduct and the Health Insurance Portability and Accountability Act of 1996 (HIPAA). When transitioning to new IT systems, attorneys and staff often want to continue using their favorite software programs, which may come from different providers and may not be legal-specific.
Those at larger law firms can usually let the IT department worry about such logistics. However, attorneys at small or mid-sized firms do not have the luxury of a large IT staff—if they have any IT staff at all. Consequently, lawyers are left to figure these things out, even if the sheer number of issues to consider when setting up or reimagining IT seems overwhelming.
It is helpful for small to mid-sized firms to think in terms of three main options when it comes to IT:
1) keeping IT onsite;
2) adopting a hybrid mix that involves some cloud-based solutions with some onsite hardware and software; or
3) being fully cloud-based.
When considering which approach to take, lawyers should evaluate its cost, security, and convenience, as well as the amount of time it will take away from their practice to manage each option. Although three options are listed in this article, not all options are an exact fit for every law firm.
The Onsite Approach
The onsite approach is the most traditional IT route, simply because technology has not allowed for many other options until the past decade or so. With this approach, firms set up and maintain all of their IT infrastructures at the law firm.
Cost of Onsite IT
Conventional wisdom holds that medium and large law firms will benefit the most from onsite IT. Solo attorneys and small law firms can often function in a peer-to-peer based environment without a server. However, many of today’s leading legal applications use SQL Server as their backend database. An attorney who selects one of these legal applications will need to purchase and install a server for the application to function.
Setting up onsite IT is an involved process that can easily cost thousands of dollars a year for each staff member. The firm will need to (1) purchase and configure servers for data applications, backup, and security; (2) purchase and configure software programs (e.g., a Windows server, the email server, practice management applications, and time and billing systems); and (3) purchase and set up hardware, including computers, laptops, mobile devices, and Bluetooth devices.
Unless lawyers are intimately acquainted with IT and have the time to devote to it, law firms will find the need to hire IT consultants to help with initial setup and configuration. The initial labor costs can easily reach $1,000 per staff member. Additional consultant costs may arise for ongoing maintenance, unless someone at the firm can dedicate significant time to maintaining and troubleshooting hardware and software issues. As the firm grows and adds more personnel, someone at the firm will need to oversee licensing additional software, buying more hardware, setting up additional email accounts, and ensuring compliance standards are met.
Security of Onsite IT
Many lawyers assume that high security is inherently linked to the onsite approach because the law firm maintains complete control over the files and systems, including how they are stored and shared. However, when software is housed within the firm, it must be updated continuously to make sure that systems are as secure as possible. This means that someone must be available to run patches, checkups, antivirus software, and other tools to ensure that systems are not vulnerable to malware and hacking.
With an onsite approach, the firm must also consider backup plans and disaster recovery solutions. Backup plans should take into account how to host the backup at another site in the event of a natural disaster, fire, gas leak, or other circumstance that makes the firm’s office inaccessible.
Firms also need to consider where they are most vulnerable. According to the IT security firm Trend Micro, hacking and malware account for 25% of all data breaches, while lost devices account for 41% of data breaches. That means that firms need to consider how they can remotely wipe any devices that lawyers and staff have lost or misplaced.
Trend Micro further warns that data breaches caused by hacking and malware tend to be highly sophisticated and deliberate: “Highly customized defense solutions and strategies are required in these cases.” Firms need to decide whether to install consumer firewalls or enterprise firewalls. Enterprise firewalls may be more thorough than consumer firewalls, but they can also be more expensive and complicated to operate. And unless the firm is large enough to warrant a dedicated IT staff member, the firm will need to pay for special training on a regular basis.
Finally, if any of the firm’s clients and their information calls for HIPAA compliance, the firm will need to add additional layers of security. Complying with HIPAA comes with very specific and often costly requirements around physical, technical, and administrative safeguards. Failing to comply with these safeguards can lead to penalties in excess of $1 million per year.
Convenience of Onsite IT
An onsite server is highly convenient because all hardware and software is located just down the hall. As a result, it’s easy for staff and attorneys to check on anything that goes wrong.
However, unless someone at the firm is an IT expert, it will be difficult to fix most problems that arise. That means that the firm will have to bring in an IT consultant to handle serious issues. Along with the added expense, someone at the firm will need to take time away from legal projects to work with the IT consultant. The firm will also lose billable time and productivity while hardware and software problems are being addressed.
A Hybrid Approach
A hybrid approach encompasses onsite IT functionalities and the advantages of specific cloud-based software to support practice management, billing, and other areas.
Cost of Hybrid IT
This approach can be more cost-effective than an onsite system, since cloud-based software and applications normally run on a subscription model based on the number of users (e.g., software licenses for each user) or the amount of storage needed. The manufacturer normally handles all upgrades and patches automatically. This option and the subscription model are often more affordable than buying software licenses.
When considering which programs to host onsite and which to base in the cloud, the firm should consider its current software and processes. The ratio of cloud to onsite applications will affect costs. Firms will also need to spend more time and money managing multiple vendors when some programs are cloud-based and others are managed within the firm.
Because the main goal of leveraging technology at a law firm is to increase efficiency, progress usually involves connecting and automating different parts of a firm’s work flow. This becomes very difficult in a hybrid model. For example, a firm may use a cloud version of a non-legal-specific bookkeeping system and want to link it with the accounts receivable from a time and billing system. Some systems on the market cannot support this approach.
Security of Hybrid IT
The security of hybrid systems depends on the types of cloud-based applications and software that the firm is using. Many cloud-based apps and software offer built-in security contingencies, such as automatically installing the latest updates to address vulnerabilities and potential viruses.
However, attorneys need to be aware that common cloud-based apps or software, such as Google Drive or Dropbox, often have data storage facilities around the world, which might prompt data ownership questions. If the firm’s data resides overseas, it raises the question of who actually owns it. Therefore, when considering cloud providers for any type of information storage, attorneys have a responsibility to find out where their data will be stored. They need to feel confident that their data cannot be lost or stolen and understand who physically owns it.
Reliability and security are also major concerns with mainstream cloud-based services. Amazon Web Services (AWS), one of the world’s largest cloud providers, has been known to stop working on occasion. In September of 2015 roughly one-third of AWS services were down for an excess of five hours. Since the services can support a variety of items such as backup and recovery, websites and business applications, an interruption can impact a law firm’s ability to access critical client files or billing information.
Convenience of Hybrid IT
Most cloud-based software and applications enable mobility, allowing staff and attorneys to access information from anywhere at any time. A hybrid approach is also easier to scale up with solutions that grow as the firm grows and adds more staff.
The Cloud-Based Approach
With this method, all IT needs are handed off to a cloud-based third party. This third party sets up, configures, launches, and maintains hardware and software, allowing the firm to forego servers and backup devices.
Cloud-based solutions normally use one of three ways to configure a law firm’s IT:
1) managed cloud computing platform;
2) desktop as a service; or
3) private cloud computing.
The first approach, managed cloud computing, enables firms and other organizations to share databases, hardware, and software remotely through the provider. With managed cloud computing, law firms can purchase entire virtual servers or parts of cloud servers.
With the desktop as a service model, law firms can utilize virtual desktops that are highly customizable and run from the cloud. Users’ data is downloaded and uploaded to and from the cloud when users log on and off.
The private cloud computing option is similar to the managed cloud computing with one major exception: In private cloud computing, law firms do not share hardware with other companies or industries. A private cloud IT system allows law firms to maintain confidentiality and privilege when handling sensitive data on behalf of clients.
Costs of Cloud IT
When outsourcing entirely to the cloud, regardless of the configuration, law firms usually pay for a subscription-priced service that often offers a lower–entry price point compared to paying for onsite IT. Subscription based services are priced per person and normally include the programs the firm needs to operate its practice, along with IT support.
Typically, cloud providers offer a place for the firm to install an operating system and then build up its IT based on that foundation. Semi-customized programs typically include a desktop built on a Windows-based platform, MS Office, file storage, and antivirus protections. From there, firms can add their legal-specific programs of choice, such as practice management, document management, and document automation systems. This model tends to provide greater stability for the IT budget because the firm will not accumulate unexpected IT costs.
Security of Cloud IT
While all cloud providers tout their security protocols, not all of them understand the unique requirements of those in the legal industry. That is why law firms should consider a cloud-based provider that focuses on the legal industry and offers private servers with enhanced security measures, such as enterprise-grade firewalls, intrusion detection/prevention systems, and dual-factor authentication.
Firms should also look for the physical security of the data center that hosts the firm’s information (e.g., keycard access and biometric identification) and immediate disaster recovery that is enabled by a secondary site. That means that even if the firm’s office is destroyed, or one database supported by the cloud provider is compromised, attorneys and staff will only be one login away from accessing their information.
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Convenience of Cloud IT
Cloud IT can be the most convenient approach, as the law firm has to spend little to no time managing IT. With this model, attorneys spend more time practicing law and the staff is able to focus on supporting the firm’s needs.
Conclusion
For small and mid-sized firms, there have never been more options for IT, ranging from systems that are completely hosted onsite to those that reside solely in the cloud. Attorneys should consider factors such as cost, security, and convenience, with the ultimate goal of selecting an approach that enables them to spend less time on IT and more time on their clients and law practices.
10 Technology Mistakes Lawyers Make Every Day
An email arrives from an address you don’t recognize with an attachment that is marked “important.” Since it may be something urgent from a current or prospective client, you decide to open it. However, with a quick click, you could inadvertently download a virus that could hijack every file on your firm’s server.
Security is just one of the technology challenges that law firms face every day, and the threats are constantly evolving. Nearly 60% of the respondents to the International Legal Technology Association 2015 Legal Technology Purchasing Survey listed security management as their top IT challenge. That was followed by email management at 48%, information governance at 40% and risk management/compliance 33%. BYOD, cloud-related security risks and change management were all tied at 22%.
Additionally, Bloomberg reported last year that at least 80 of the largest U.S. firms by revenue have been hacked since 2011.
Lawyers need to understand how even simple errors can compromise their firms, their clients and even their livelihoods. By educating attorneys and staff alike, law firms can keep their data—and their reputations—intact and avoid the top-10 mistakes that occur at firms every day.
Clicking On Attachments From Unknown Senders
While attorneys strive to be responsive, being too quick to open every email can lead to serious consequences. This is the most common way law firms find themselves infected with viruses such as Cryptolocker. According to a report by the Wall Street Journal, more hackers will use malware to hold organizations’ data hostage in 2016 than in 2015—and there were more than 4 million samples of ransom-ware in the second quarter of 2015 alone.
Prior to opening an email, check the email address to find out if you recognize the sender and if it is his or her correct information. Also check the subject line and body to help identify any red flags such as typos, inconsistent information or requests for access to personal or financial data. Most importantly, be sure you have robust virus protection installed that can scan attachments and warn you before you hit open.
Storing Unencrypted Client Data On A Laptop Or Mobile Device
Laptops, tablets and phones are prime targets for thieves. They contain almost anything a thief needs to harm your practice–client files, financial information, passwords and personal data. Thieves can auction off the information, use it themselves or can simply sell the device–putting your firm at risk from other unauthorized individuals.
The portable nature of laptops and mobile devices means that they are often in areas that are at a high-risk of theft–cars, restaurants, hotel rooms or subways–when compared to office-bound PCs.
In short, laptops and mobile devices are easy targets. You should avoid storing information on these devices. Instead, opt to store information in the cloud, which offers an elevated level of security including two-factor authentication, intrusion detection systems and encryption. That way, if your laptop or mobile device is stolen, they may have the hardware but not the data.
Failing To Invest In High-Quality Internet
When a new DSL provider offers a cheaper rate for internet access, it may be tempting to sign up. Cheaper isn’t always better. That is especially true now that so much data is moving to the cloud. Good quality bandwidth, such as fiber through an internet provider, will always pay off when it comes to staff productivity by eliminating connectivity issues with apps, voice calls and more.
Investing In New Systems Without Considering Security
Clients expect you to provide stellar, seamless service. But they also demand that their data stays secure every step of the way. If your systems do not include top-notch security features, the odds are high that your firm will have to rip it out and start all over again.
This can be a challenge for most lawyers, as security standards and threats are constantly evolving. For example, imagine that you implement an online solution that uses an out-of-the-box firewall. When one of your clients conducts an audit and discovers how basic your security is, they may demand that you install a new software program with enhanced security that includes intrusion detection systems, full-disc encryption and two-factor authentication.
If they do not have a security expert on staff, law firms should consider partnering with a business or consultant that specializes in protecting electronic systems and information. These experts, who are dedicated to staying abreast of technology and its threats, can ensure the highest level of protection for your operations.
Listening To “Bob From Microsoft”
Lawyers are now well aware of cyber threats and are exploring proactive ways to protect themselves. Hackers are now taking advantage of that.
The con starts with this: Someone from a tech support company may call your direct line claiming to have noticed a virus on your computer. When he or she offers to do a screen connect to fix it, you accept their help. But allowing an unverified technologist to remote into your computer is a huge mistake.
No one is ever going to call you out of the blue to fix your computer, no matter how knowledgeable they sound. If you do not recognize the person or the company, you shouldn’t let them anywhere near your computer.
Falling Prey To Proprietary Data Storage
There are hundreds of legal software applications to help you manage your firm. Sometimes trouble arises when law firms outgrow their current software and need to upgrade to an entirely new system. Different software applications format data differently (and oftentimes they have a proprietary format for doing this), which makes extracting or transferring that data out or to another program difficult.
Skimping On Training
At a time when technology plays such a large role in the success of law firms, cutting back on training to save a few dollars can cause extensive harm. Chances are that if a lawyer or a staff member doesn’t understand how programs or apps work, they will either resist using it or won’t be able to take full advantage of all of its features.
It’s like giving someone who has never driven the keys to a race car.
Take the time to fully acquaint all lawyers and staff with new solutions. Have trainers or providers explain how the solutions work, what they offer and how to leverage them in day-to-day tasks.
Handling Your Own Tech Challenges
While some attorneys shy away from technology, others embrace it. You may think you can hire one-off vendors to manage your technology infrastructure and services, but that is usually a short-sighted approach. In the long term, you will probably lose time and money and heighten your security risks. Just think of the lost billable hours, headaches and frustration that happen when you have to call your managed support provider (MSP), explain your tech troubles, and manage their timeline and budget. Choosing the right IT provider that specializes in law firms, cyber security and legal software can make all the difference. When you hand off IT to the true experts, they can handle your technology issues easily and correctly the first time.
Choosing Solutions Based On Cost, Not Effectiveness
The cheapest solution is not always the one that pays off. Your firm needs to take the time to understand the features of new technology and how your attorneys and staff will use it. Only then can you thoroughly weigh the pros and cons of each new tool. For example, many firms use non-legal-specific software for bookkeeping. It may be cheap, but a good billing and accounting software program designed for law firms is a better choice since it can accommodate specific issues firms face when tracking timekeepers’ hours.
Not Taking A Holistic Approach To Technology
When selecting different technology tools and systems, you must consider the needs of everyone, including attorneys, staff and clients. Only then can you select tools that will help meet everyone’s goals. That means you, or any other individual attorney, may not be the best person to make decisions on new software purchases.
You should work with experts who are familiar with many different types of software and know how to line up a firm’s needs and goals. Experts can bring a completely different, and more encompassing, point of view to the technology selection process as well as a keen eye for helpful and powerful integrations.
In today’s world, it’s impossible to avoid incorporating technology throughout the practice. Clients won’t accept that approach, and younger attorneys wouldn’t want to. By avoiding a few common mistakes, you can make technology work to your advantage, not let it hamper or harm your practice.
Ideal IT Framework for Law Fims
Money is one important element in the cost of IT, but building and maintaining a system also takes time and knowledge. The Legal Workspace cloud provides firms with the IT infrastructure they need without the guesswork and expense that comes with maintaining an IT department.
The Money: Traditional versus Cloud IT Infrastructure
An average firm building a traditional IT infrastructure from scratch can easily spend $22,000 for the initial set up and $45,000 for annual maintenance and licensing.
Here’s how:
Hardware (average lifespan 3-5 years):
- — Server and Uninterruptible Power Supply (UPS): $11,000-14,000
- — Backup Appliance with offsite Data Recovery: $5,000
Software:
- — Windows Server: $2,000 annual licensing
- — Exchange Server: $4,000 – 6,000
Personnel:
- — IT support: $43,000 -52,000 per year. Standard IT companies charge $175/hour. It takes about 250-300 hours per year to support hardware.
The cost spirals out of control quickly. An outmoded or overloaded infrastructure can seriously hinder a law firm’s success by reducing efficiency and limiting opportunities. High-profile clients in regulated industries often perform cyber security audits and require security certifications before hiring legal counsel.
Legal Workspace operates on a pay-as-you-go model, so customers escape upfront costs. Per-user pricing allows for straightforward scalability — new users can be added in less than 24 hours. Legal Workspace includes hosted Exchange and email, preferred Microsoft Office suite version, data and app storage, nightly redundant backups to US-based tier III data centers, and unlimited tech support between 7 a.m. and 6 p.m. Mountain Time.
Legal Workspace continually updates software and hardware so firms are always working with the most secure versions. Redundant enterprise-level firewalls, encryption, and secure, temperature-controlled data centers with generator backup make data security stronger than a law firm could implement locally.
Eliminating headaches
Problems with IT happen because of equipment failure, lack of know-how, or just plain human error. These brief examples show how using the cloud eliminates bad technology situations:
- — Ransomware encrypts computer files so users cannot read files without paying a ransom fee. Legal Workspace retains at least two weeks of backup files so firms infected with ransomware can simply delete infected files and restore backups.
- — Legal Workspace clients, such as Berry Odom, report moving to the cloud has reduced their time spent worrying about IT by 75%. That means more time practicing law and less time on the phone with IT.
- — Workers are putting in more hours at home and on the go. Legal Workspace’s cloud environment allows users to collaborate safely and securely from any device. If devices are lost or stolen, data is safely stored and protected in the Legal Workspace cloud.
Positioning for success
Legal Workspace removes technological barriers so firms can spend more time landing top-tier clients and less time managing IT.
- — Legal Workspace is a complete cloud solution created exclusively for law firms
- — Full IT management and maintenance offered
- — Enterprise-grade security to protect against cyber threats
- — Access Legal Workspace from anywhere using any device
- — Military grade data centers located in the US
- — Host all of your legal and business applications, no on-site servers required
- — 99% uptime guarantee
Legal Workspace is a pioneer in cloud-based work environments and data storage designed specifically for law firms. Learn more or arrange a free demo at 877-713-8302 or sales@legal-workspace.com.
Guest Blog: Virtual Office vs. Office Rental
Virtual Office vs. Office Rental: Know the Pros & Cons for Your Law Practice
If you are debating using a virtual office or office rental for your small firm or solo law practice, this information will help you make the best decision for your firm. Having the right type of work space for your practice is vital for the development and growth of your firm. Virtual offices and office rentals are two of the most popular work space solutions for small firm attorneys. Each has pros and cons depending on your situation and practice area.
What is a virtual office?
A virtual office is an unbundled office rental arrangement where you can get the business presence of a traditional law office without having to pay for expensive office space.
A virtual office gives you access to the resources of a traditional office, such as an address to receive mail, a physical location to meet clients, conference rooms, receptionist and admin services, and temporary office space.
The difference is you only pay for services when you need them. Virtual offices are often sold in “packages” starting at about $100 per month, with higher priced packages including more services at a discounted rate.
Attorneys using a legal virtual office work primarily from another location, which can be the attorney’s home office or a law office in a different city.
An office rental is slightly different.
Small firm lawyers and solos – especially in high-rent cities like New York, Miami or Los Angeles — typically rent an extra office from another law firm, or get office space from a shared office space provider.
Most “shared office” situations have similar amenities, such as access to conference rooms, printing, filing, a receptionist to greet your clients and call answering services.
The key difference between an office rental and a virtual office is cost. With the former, you are paying a higher rate for the unlimited use of the office space, whereas a virtual office, you pay for office services as you need them but at a higher per-transaction cost.
But with an office rental, a security deposit will be required, and chances are you will have to make a longer term commitment to get a favorable rate. Depending on the space you choose, you may need to purchase furnishings or equipment. It can get expensive pretty fast.
The big negative of a virtual office: lawyers earn 30% less
A big pro of a virtual office is the freedom to work from wherever and whenever you want without feeling guilty about paying rent for an office rental that you may not use every day.
Plus it’s cheap to get started. Most times no security deposit is required, and the contracts are month-to-month. For $100 a month, you can use an office address in a premium location that you may not be able to afford if you had to rent an office space.
But a major con with a virtual office is that lawyers miss out on easy opportunities to collaborate and share referrals with other attorneys that a lawyer with an office rental in a shared legal suite would get regularly.
Statistics show that this can have a major negative impact on revenues. Several studies have found that lawyers who use a virtual office earn at least 30% less than their peers in shared law office space.
But if a virtual office is appealing to you, there are ways you can mitigate this problem. The key is finding a virtual office provider that emphasizes community and networking, and then making the most out of those opportunities.
Virtual office may not be the best fit for new solos
While the low cost of a virtual office may be tempting, lawyers starting a new solo practice may put themselves on a faster path to success by spending a little extra on an office rental in a shared law suite.
New York matrimonial lawyer Joleena Louis has a unique perspective on this subject. Louis started her solo law practice in an office rental. But when her personal financial situation changed suddenly, she moved her practice to a virtual office.
“A huge benefit of an office rental is the ability to meet other people, says Louis. “The act of going to an office everyday forced me to get dressed up and be sociable.”
Early in her solo practice, Louis got several client referrals from the other attorneys in her shared law office space. “Those are clients I would not have gotten without being in that office,” says Louis. “Plus, it’s great to have other attorneys around to ask questions, collaborate on cases or just talk shop.”
According to Louis, “ I don’t think my practice would have been as successful had I not started with an office rental. I miss having my office and the people who worked around me, but right now, the flexibility a virtual office affords fits better with my current lifestyle.”
But you can still make a virtual office work
Solo attorney and JDBlogger author/podcaster John Skiba started a law firm…twice. The first time only 18 months out of law school, and the second time a few years after merging his practice into another practice and realizing firm life wasn’t for him.
The second time Skiba started a firm, he started in a virtual office and transitioned into an law office rental once his practice could support it. “I operated out of a home office with three ‘virtual’ offices where I could meet clients,” says Skiba. “This reduced my monthly overhead tremendously.”
Lower expenses freed up cash for other things that grew Skiba’s practice faster, like marketing and a hiring a paralegal. Skiba was able to moved into an office rental within two years of starting his firm.
The right type of office space is different for each lawyer, but knowing the differences between the two options, as well as the pros and cons, you will be better prepared to make the right decision for your practice.
About Stephen Furnari
Stephen Furnari is a self-employed corporate attorney and the founder of Law Firm Suites, a coworking space for law firms based in New York City. Through Law Firm Suites, Furnari has helped dozens of attorneys launch and grow successful law practices. He is the author of several eBooks, including “7 Deadly Mistakes that Prevent Law Practice Success” and “An Insider’s Guide to Renting the Perfect Law Office”. Stephen has been featured in the ABA Journal,Entrepreneur, New York Daily News and Crain’s New York. Connect with Stephen on Twitter (@stephenfurnari) or Google+.