Q3 Newsletter: The Latest from Your Law Office in the Cloud


Join Legal Workspace at ILTACON!


Are you attending ILTACON in Las Vegas? If so, say hi to the Legal Workspace team in booth 636. All Legal Workspace clients are invited to join the Legal Workspace team for our VIP events at Border Grill at the Mandalay Bay hotel. RSVP to reserve your spot at happy hour or breakfast.

The Top-Five Critical Security Controls to Consider for Corporate Counsel Evaluations


Corporations consider many different factors when deciding whether to hire a law firm. Security wasn’t usually a major factor, and law firms used to fly under the radar when it came to questions about keeping client data secure. That has all changed. Legal Workspace’s CEO, Joe Kelly, shares the top five security factors Law Journal Newsletters.

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The Top Case and Practice Management Tools for your Firm


The Legal Workspace applications team weighs in on the top case and practice management applications for law firms. In this post, we evaluate PracticeMaster, Needles, Time Matters, and LawBase. However, give us a call if you would like to explore or need help customizing alternative options. Our apps team is certified in and has experience with most legal applications.

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How Much is Spam Email Costing Your Firm?


The average worker receives 121 emails per day, and nearly 50 percent of those emails are spam. It takes some time to differentiate spam from the real thing—about 16 seconds per email on average—which doesn’t seem like a whole lot of time until you start doing the math:

If your employees are anything like the average worker, your employees and attorneys spend 16 minutes each day, 80 minutes each week, 5.5 hours each month, and 69.3 hours each year managing spam email.

Read the article >> 

6 Tips to Stabilize and Reduce Out-Of-Control IT Costs


If you feel like your IT costs have spun out of control, you are not alone. According to the “2016 ILTA/InsideLegal Technology Purchasing Survey,” firms of all sizes spend up to 10 percent of their budgets on technology. As IT infrastructure and technology eat away at the bottom line, many are seeking ways to control and stabilize IT budgets.

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Q2 Newsletter: The Latest from Your Law Office in the Cloud


How to Safely Share Documents in the Cloud


Many of our clients use the cloud to share files. After the recent Harleysville Insurance Co. v. Holding Funeral Home ruling, we’ve put together a few tips to ensure our clients are safely sharing information. Read more >>

Your team at Legal Workspace can provide security training or document management tool recommendations.

California Lawyer: Is Technology Hurting Your Firm?


How do you know when technology is eroding your firm’s profitability? Legal workspace chats with California Lawyer to discuss preventing technology from hurting growing firms.

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The Texas Bar Journal: Winning Strategy


Legal Workspace’s CEO talks with the Texas Bar Journal about 5 ways firms can attract and land new corporate clients. Winning new corporate clients can be a challenging proposition for any firm in today’s legal profession.

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Your Software Can Do More Than You Realize


Most law firms use only use about 40 percent of the functionality of workflow automation or case management software. If you’re not taking advantage of triggers, checklists, calendaring and other built-in tools then your firm could be wasting billable hours. Our Legal Applications team can set up underutilized features and customization to help your firm achieve maximum efficiency.

Reach out today >> 

10 Tips To Steamline Case Management Software


Practice and Case Management applications empower attorneys to streamline their law firms. 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.

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Feel free to reach out to our legal applications team to learn more about customizing, automating, or upgrading your applications.

Should Responsible Law Firms Use Cloud Storage?

Protecting privilege is one reason law firms have been hesitant to adopt using the cloud for document storage and sharing. Fears of hacking or inadvertently providing access to privileged documents have kept many firms from embracing technology that could save them time and money.

Most tech-savvy law firms have taken precautions and put protocols in place to secure client documents and communications as they’ve upgraded to cloud sharing. However, some firms have been lax in their safeguarding procedures — which means their clients were left unprotected.

Unprotected file-sharing

 You’ve likely heard of file-sharing options such as Box, Google Docs, OneDrive or Dropbox. Free cloud storage options like these allow users to access documents from any device and to share files by creating custom URLs. They’re convenient, and — when used properly — can be a secure way to share information.

A problem arises when users take shortcuts or don’t take advantage of all of the security features available in cloud storage and sharing systems. That’s what happened with Harleysville Insurance Co. v. Holding Funeral Home. Harleysville’s counsel shared privileged information via Box, using its feature that creates direct links — and they didn’t password-protect the links. That meant that anyone who had access to the link could see the files. As a result, the defendant’s counsel was able to access this information.

A Virginia magistrate recently ruled that the plaintiff’s law firm’s actions “were the cyber-world equivalent of leaving its claims files on a bench in the public square and telling its counsel where they could find it.” In other words, its failure to password-protect and otherwise secure those files waived privilege.

Use the cloud safely

 This ruling doesn’t mean that law firms should discontinue cloud usage. Rather, it emphasizes the importance of putting security measures in place to block access and uphold attorney-client privilege.

Here are some ways to keep your data in the cloud secure:

1. Require log-ins (on both sides of the fence—attorneys and clients) to gain access to shared information.

2. Keep access contained. Only permit a select few team leads to share information with additional parties.

3. Some programs have a “notify when accessed” feature. Using this feature tells the content owners how and when the information has been accessed — so if there is unauthorized access, you’ll know about it right away.

4. Put an expiration date on the shared information. It’s better to re-share the information than to let it dwell on the internet in perpetuity.

Legal Workspace recommends that law firms use document management and file-sharing programs created specifically for law firms such as iManage, NetDocs, Citrix Sharefile and Egnyte. That way, you know the technology was created with attorney-client privilege in mind.

Legal Workspace provides a base package with its cloud environment service and encourages clients to customize their environments to incorporate legal applications to formalize their processes and take extra steps toward protecting attorney-client privilege.

The cloud can be a safe place. Document sharing over the cloud can be secure. Law firms simply need to understand how breaches can occur and take precautions to protect all parties using the cloud.

If you have any questions about safe cloud sharing, feel free to reach out to our legal app experts here.