4 Reasons Why Cloud Services and Law Firms Belong Together

Cloud environments provide a lot of advantages no matter what industry is served. But, law firms especially benefit from specific features and services that cloud hosting can supply. These four big reasons make it clear that law firms and cloud services belong together:

1)      Email hosting

What would happen if your email host experienced an outage? How much would that affect your ability to work with clients? Beyond that, do you know for sure that your email encryption is strong enough?

The cloud eliminates both of those worries in one fell swoop: It makes email hosting reliable and secure. Attorneys and other employees will be able to access email anytime away from the office, and it is as safe and as dependable as it would be if they were sitting at their desks in the middle of the business day.

Cloud hosting also means that your firm is not storing files on any device, which is a key provision to the Health Care Portability and Accountability Act (HIPAA). In fact, if your law firm services clients that need HIPAA compliance, a cloud environment like Legal Workspace can make that ordinarily cumbersome process easy.

Finally, you have no need to worry about losing email data. Even if a natural disaster or a theft occurs at your law firm’s physical space, your information is safe.

2)      File storage and virtual servers

All of the advantages of email hosting in the cloud apply to file storage in the cloud. Nothing is hosted on your law firm’s devices, so compliance with regulatory oversight is a snap. The storage is reliable and secure.

Cloud providers use virtual servers. That means law firm management can stop thinking about server maintenance, worrying about technology upgrades, and stressing over potential down time. When you take advantage of cloud services, you will always be using the latest and greatest technology.

It also means attorneys and employees have access to the same files, software, and other data any time and anywhere. They may be in court or mediation. They may be traveling or working odd hours. With a cloud environment like Legal Workspace, attorneys can have the exact same work experience in court that they would in their own offices, for example. It saves time, increases productivity, and makes work more convenient.

3)      Back-ups

You can’t predict the future. And, no matter how well you prepare or work to mitigate risk, it is still possible that your workspace will be struck by natural disaster or burglary. Maybe you’ve thought of that and are already doing regular data back-ups…or maybe you’ve let that fall by the wayside.

When you use a cloud environment, back-ups happen automatically. Instead of natural disaster or theft causing business interruption, you have zero downtime. Legal Workspace keeps two weeks’ worth of back-ups, and they store data in two geographically diverse locations – so even if something happens that affects one of those facilities, the other has you covered.

4)      Simplified routine office tasks

You can think of the cloud as your all-around IT solution because most cloud services ensure that your office technology is working, too. That means phones, networks, printers, and scanners stay up and running, and if something goes south, you know who to call.

Law firms that use a cloud environment can concentrate on what they do best: practicing law. When you make the decision to go with the cloud, email services, file storage, security, reliable back-ups, and a simplified office routine are all yours.

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3 Resolutions All Law Firms Should Make in 2019

Another New Year is upon us! ‘Tis the season for law firms to take stock of the past year’s successes and shortcomings and make goals for the upcoming year.

It used to be that preparing a law firm for a new year mainly meant staying the course and constructing growth goals. While growth is something that most law firms want to happen in 2019, there’s now more that goes into making a robust and agile law firm.

Get up-to-date on technology

If your law firm is still going about the business of law the old-fashioned way, it is going to be left behind. Technology has helped to even the playing field for law firms. Now, with technology’s help, smaller firms can take on more complex clients. And, larger firms can provide more efficient, more accurate service.

Automation and management

With a wide array of legal applications, law firms can streamline management and administration. For example, practice management software, such as Amicus Attorney® or Time Matters®, allows administrators to track and manage schedules and records. Document management software, such as Worldox®, takes organization and productivity a step further.

Time and billing software simplifies the invoicing process, increases accuracy, and frees up valuable attorney time. And, legal document generation automation software, such as Hot Docs® and ProDoc®, prevents attorneys from re-inventing the wheel every time they create a transactional document.

Using this kind of technology releases legal minds from the tyranny of busy work. It also allows management to manage instead of worrying about the little things.

Flexibility and reliability

By now, most law firm management has heard about using the advantages of using a cloud environment. One benefit is that attorneys and employees can access their workspaces from their Smartphones, tablets, laptops – practically any device that can connect to the internet. And, downtime is a thing of the past: Cloud environments like Legal Workspace use top notch technology and talent to provide clients with reliable, seamless service.

And, all of the above mentioned legal applications are compatible with Legal Workspace – which means that you can either do a complete technological overhaul when you make the switch to the cloud, or, you can work with Legal Workspace to integrate your current software with its environment.

Secure your data

Hackers have New Year’s resolutions, too: to work continuously and find new ways to penetrate defenses and steal data. Clients are becoming increasingly aware of the dangers and have higher expectations for data protection. And, of course, large clients and clients in certain industries (such as those associated with medical records) have high security standards (such as HIPAA) that need to be met.

Legal Workspace was created solely for law firms, so security is paramount. The Legal Workspace cloud environment utilizes military-grade security, which means that your clients’ data is much safer than it would be if you were to attempt to build your own secure environment. Not only that, but if a client does have a particular security request, Legal Workspace can adapt its environment to meet its needs.

Prep for disaster

No one likes to think that a natural disaster might occur that could wipe out their law firm’s records. Fire, flood, and tornadoes are just a few examples of challenges that could interrupt business and cause irreparable damage to a law firm.

When you have your data and workspace housed in a cloud environment (and that data is stored redundantly in multiple geographic locations and regularly backed up), that’s it: You’re prepared for disaster. Your data will still be accessible in the cloud no matter what might happen on the ground.

These three ways to prepare your law firm for 2019 can be accomplished easily by making one decision: to move to a cloud environment. Make this year the year that technology and data stop causing challenges in your law firm.

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Security With Zero Effort

Security With Zero Effort

Do you know that October is cybersecurity awareness month? More importantly, do you know what you need to do in order to keep your data secure? Or, are you aware of what you need to do…except sometimes tasks (like regular back-ups) fall through the cracks?

Maybe your IT person or department is responsible for security, but you’re not really sure what that entails – which could mean that you’re not really sure if the efforts your law firm makes toward securing its data are effective.

It makes sense that managing partners of law firms would want to concentrate on the business of law rather than spend precious time attempting to grasp the intricacies of cybersecurity. But, managing partners also understand how important it is to secure their firms’ data.

So, how does a savvy law firm strike a balance: not wasting time (and money) on something better left to experts, but ensuring that its data is completely secure?

There is a way for law firms to benefit from military-grade cybersecurity without the hassles that accompany elite in-house security. No personnel management. No constant upgrades, patches, or maintenance. No unexpected expenses, such as the sky-high cost of replacing a server. No downtime. No cumbersome back-ups. Just peace of mind.

When a law firm opts to work with a cloud environment, such as Legal Workspace, security stops being an issue that anyone in the firm needs to consider.

No more worries, just security

Law firms can be lucrative targets because they store privileged information that hackers can use in unintended ways. If your law firm’s cybersecurity isn’t up to snuff, it could mean that you are at risk. Having holes in your cybersecurity could be considered the equivalent of leaving privileged information out in the open for anyone to take and use.

And, if a law firm’s technology isn’t up-to-date and fully operational, that means a different sort of problem. What would happen if your server failed? How much time – and how much data – would you lose?

When you work within a cloud environment specially designed for law firms, you don’t have to worry about any of those issues any longer. With geographically redundant data centers, such as those used by Legal Workspace, your data is safer in the cloud than it could ever be in an on-site server. Access to those data center servers is limited, and staff is always on-hand to monitor for and prevent problems – and to react should anything unexpected occur.

Advanced data encryption, firewalls with a sophisticated detection system, and automatic back-ups secure your data so well that passing compliance standards, such as HIPAA and PCI, is just a regular part of what Legal Workspace does.

What to do instead

If you make the switch to the cloud and your security worries disappear, your attorneys and employees can spend more time on revenue-generating activities. And, if you have an IT person on staff, he or she doesn’t need to spend the day running from place to place, troubleshooting and patching up problems. Instead, that person can concentrate on strategy: discovering and implementing new technology that will save your law firm time and money.

As for law firm management? Well, you can just sleep better at night, knowing that your data is secure, and your clients are happy.

 

 

 

 

 

 

 

 

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Top 4 Problems The Cloud Solves

Imagine that you could make one decision – adopt one new technology – and four serious issues for your firm are alleviated. You make this decision and suddenly your firm is winning more clients, increasing productivity, managing turnover, and controlling costs.

You don’t have to have a wild imagination to picture this outcome; it’s possible – right now – if your law firm begins using the cloud. Here’s how it works.

 

  1. Winning Clients

This one is a no-brainer. Most law firms want to win more business and employ countless complex strategies to accomplish this goal. Clients can be skittish about testing out a different firm and may have concerns about security. With law firm data breaches making headlines every day, clients naturally focus on making certain their law firms – and all of their corporate data – are safe.

Your law firm can become the go-to practice for safety and security by using a secure cloud platform such as Legal Workspace. The fastest and simplest way to bolster your security is by selecting a cloud solution that was created specifically for law firms. Legal Workspace knows how important it is for law firms to maintain privilege – and their reputations. Every Legal Workspace client’s data is placed in a military-grade cloud built exclusively for lawyers.

You can use your firm’s data security as a selling point. Legal Workspace provides security information that you can use to win deals by proving that you can meet – and usually beat – all of your prospects’ security requirements.

 

  1. Increasing Productivity

No law firm wants its attorneys twiddling their thumbs as they wait for the server to come back online. The cloud means zero downtime for attorneys.

A cloud environment also gives attorneys the ability to work from any device with internet access. It’s after hours, and they get a call? They can immediately record their time. They’re stuck in the airport across the country? They can access the data they need. They’re in court or a satellite office? They have exactly the same access they would have if they were sitting in their offices. Not only that, but the environment from which they’re working is secure.

 

  1. Managing Turnover

Gone are the days when employees would take one job and turn it into a career that lasts until their retirement. Law firms know that it can be difficult to attract and retain good talent. One perk that appeals to talent is flexibility. Your firm can provide attorneys and administrative employees with the ability to work from home (or anywhere, really) when you use a cloud environment such as Legal Workspace. No hauling files to and from different locations, no thumb drives to misplace, no insecure file sharing. When your workers have access to the Legal Workspace cloud environment, they get the same secure access to files, legal applications, and workflows at home as they would in the office.

And, no law firm is static; as your firm grows and changes, Legal Workspace makes it easy to add and remove users.

 

  1. Controlling Costs

Some budgets are variable, no matter how hard you may try to stabilize them. If you rely on servers, then your IT budget falls into that category. Servers frequently need updating and patching – and that’s not something you can assign just anybody to do. Unique skills are required to work on legal applications, too. You never really know when something might go wrong or how severe the problem will be.

Using a cloud environment eliminates IT budget variability. Law firms never again have to worry about the price of repairs or the steep cost of expert knowledge. You pay a monthly fee, and that’s it. No more outages or downtime, no worrying about disaster recovery. It’s all taken care of for you.

It’s rare to be able to solve four problems by making one simple decision. Adopting a secure cloud environment can do that. Using a cloud environment such as Legal Workspace can change the way that you approach managing your firm and allow your attorneys to have both more freedom and more security.

 

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Boost Law Firm Productivity & Revenue

Law firms and technology have made some giant leaps in the last decade or so. Now, there are applications made specifically for law firms that track time, facilitate billing, generate and manage documents, and even help you manage your practice.

We know that you want to take full advantage of the efficiencies and transparency that legal applications can provide to a law firm. That’s why, at Legal Workspace, we make it a priority to host and support the most popular and most effective legal apps on our cloud environment.

 

How it works

Because Legal Workspace was created specifically for law firms and their unique challenges, we understand that firms need certain legal applications to be available anytime and anywhere in order to be able to function at full capacity.

Working with Legal Workspace provides law firms with the opportunity to migrate their existing legal applications to the cloud – or to strategize and make new decisions about what technology they want and need to make work and life easier (and more accurate).

Legal Workspace’s engineers are certified in the top legal applications, so they can provide support if and when it’s needed. They can also consult with clients to identify which apps might work best in their particular situations.

And, Legal Workspace can even license certain legal apps, which simplifies billing.

 

What apps does Legal Workspace host?

Legal Workspace hosts a wide variety of legal applications. Law practice management software includes Amicus Attorney ®, Time Matter®, Needles®, Practice Master®, Thomson Reuters ProLaw®, Juris®, and LawBase®.

Legal document management software includes Worldox® and Microsoft SharePoint®.

Time and billing software includes PCLaw®, Timeslips®, Tabs3®, and Quickbooks®.

Legal document generation automation includes Hot Docs®, ProDoc®, and Amicus Attorney®.

You can find out more about how you can customize your Legal Workspace cloud environment with a variety of legal applications and software here. 

And, what if you have your own proprietary software that you use for practice management, for example? That’s no problem. Legal Workspace can host the software law firms develop.

 

Cloud benefits

When you work with a cloud environment that hosts the legal applications you need, you are using technology to your advantage. And, you get so much more from using the cloud.

Your attorneys and staff can access the programs and data they need from any location at any time. Remote access isn’t the only benefit: You’ll save money on hardware – and its set-up and maintenance. Instead of laying down big money to get started, you’ll have one simple monthly bill.

Your data is continuously monitored and protected. Beyond that, working in the cloud means that recovery of data – if a disaster were to occur – would be that much simpler.

Working with a team like Legal Workspace’s enables you to get the most from your technology. The legal applications that it hosts can propel your law firm to new levels of efficiency and accuracy. With Legal Workspace’s engineers’ help, your law firm can take another giant leap by allowing technology to work for you – so you can concentrate on the business of law.

 

 

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Not All Clouds Are Equal: Select the Best

By now, you’ve heard all about the cloud, how it can keep your data secure, and how using a cloud environment is a more convenient way to work. You’re convinced that working in a cloud environment is the way to go. What’s the next step? How do you get the cloud and make it work for you? Will any cloud do?

As with any other technology, you must be selective. Choose the cloud environment that provides security and support.

Legal Workspace goes way beyond providing just cloud storage for lawyers. Its cloud environment was designed with the particular needs of the legal profession at its forefront. Because of that, Legal Workspace’s cloud environment – and its set-up and support team – provide special features that make it the best choice.

A dedicated team

When you work with Legal Workspace, you aren’t just buying space and an interface. You get to work with a dedicated team that is there to help you with your technology needs. This team is made up of people with legal industry experience.

That legal industry experience allows the team to immediately comprehend and meet your firm’s needs. The team takes an unbiased approach to hosting, and they understand a law firm’s daily workflow in addition to all of the facets of technology. For example, they can help you customize programs and applications for greater efficiency. Beyond that, if you ever need advice as you make technology decisions, the team can contribute CIO-level guidance.

And, certain aspects of tech maintenance become invisible. Just think: You will never need to worry about updating software again – because it will happen automatically.

 

A secure environment

You have your dedicated technology team to set up and maintain your own distinct cloud environment when you work with Legal Workspace. But that’s not all your team can do for you. You can consult with your team about security, too. Because Legal Workspace is designed specifically for use by those in the legal profession, it has developed and locked in place a multi-layer defense system to protect your – and your clients’ – data from exposure.

Legal Workspace uses two-factor authentication, advanced intrusion detection and prevention systems, state-of-the-art antivirus software, and anti-spam solutions as tools in its mission to keep your data safe. The security teams at Legal Workspace are always working to keep your data secure with proactive monitoring, redundancy, and airtight training and policies.

 

A compliant mindset

Legal Workspace takes security and compliance seriously. It knows how important compliance is to you and to your clients. That’s why on-staff security and compliance experts are easy to reach and at the ready to help you make compliance decisions and meet the demands of standards required by the Health Insurance Portability and Accountability Act (HIPAA) and Payment Card Industry Data Security Standards (PCI DSS).

And, data storage isn’t a mystery with Legal Workspace. Your data is stored in the United States – in Dallas, TX, and Denver, CO – and it will never leave those locations.

When you work with a cloud solution that understands the challenges the legal profession faces, you have the opportunity to take advantage of its expertise. You can work in a cloud environment designed especially for law firms, and you can work with teams with legal industry experience and technology expertise. That makes it so much easier to set up a cloud environment that does what you need it to do.

 

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