This much is clear: the cloud is here to stay. Rocket Matter is currently celebrating three years of its initial launch (with a cool video). Leading vendors got together and formed the Legal Cloud Computing Association. The talk at LegalTech New York this year was not about cloud’s potential, but it’s realization.
What do law firms need to know about the cloud? There’s enough information to fill an entire day-long seminar. But this quick, seven point guide should point you in the right direction.
1) Cloud software is software you access over the Internet.
The term “cloud” itself is a murky one, and the IBM commercials where they feature a bunch of brainiacs talking about the cloud only confuses the issue. All you really need to know is that cloud software is accessed over the Internet, using a browser like Firefox or via an app from the iTunes store or Droid Marketplace.
2) Cloud software can be accessed from any device.
Well, any device with an Internet connection, that is. Good cloud software is usable from Macs or PCs without you being able to tell the difference, and they should also include ways of using the software from iPads, Droids, iPhones, or other mobile device.
3) So far, bar ethics opinions are cool with responsible cloud usage.
Not all bar associations have weighed in: North Carolina is, as of this writing, reviewing the issue and the ABA is also looking at legal cloud computing as part of their 20/20 Ethics Commission. That said, Alabama and New York have paved the way, saying that lawyers should take reasonable steps to ensure client confidentiality. We will explore “reasonable steps” in later blog posts.
4) Not all cloud providers are created equal.
As state bar associations point out, lawyers should perform due diligence to understand if their client communication and billing data is safe. All communication to the cloud server, for example, should be encrypted under at least 128-bit SSL encryption, servers must be physically secure under lock and key, backups should routinely be provided, and a customer should be able to retrieve their data for portability. A sample set of standards is available for download here.
5) You should be able to get your data from your cloud provider, and it should be usable.
Per that last point, you need to be able to get your data if you need it, and the terms of service should specify that the data is yours. First of all, for your own peace of mind, it’s nice to know you can get your critical data when you need it. Second of all, should you decide to leave your software provider, you’re going to want to take your history with you. Thanks to vCard and ICS, standards exist to transport contact and calendar records, respectively. For more freeform data, you’re going to want to make sure you get it in spreadsheet form, not some sort of bizarro proprietary format.
6) Using the cloud may be more secure than your current setup.
Are you sending confidential information over unencrypted email? You might as well publish it on a billboard. Yet for some reason, it’s okay with ethics rules to do so. Information stored or communicated via good cloud software is encrypted over a minimum 128-bit channel.
Also, how is your data physically stored? Who has access to your computers with sensitive information – landlords, cleaning staff? With responsible cloud providers, your data is under lock and key with 24-7 surveillance. And considering that data theft is 10 times more likely to be physical than via a high-tech cyber attack, physical security is your number one enemy when it comes to a data breach.
7) Cloud software is easier to maintain than desktop software.
The days of upgrades with are over for cloud consumers. With web-based software, the applications simply update themselves, no IT support needed. Also, since features tend to be pared down on the web, the software tends not to be as complex, nor does it bloat or slow down over time. Adding users is also easier, since you don’t need additional client installs or have to worry about introducing their installation into the network.
I could go on and on like the true windbag that I am, but seven is a nice round number. But if you want to read more, check out the following resource kit which features a half dozen or so articles I’ve written for legal technology periodicals:
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I will take issue with #6 in your most excellent list. It is not that it “may” be more secure.
It’s more secure. Unless you work in a facility that is unmarked, with military grade set backs and physical berms, redundant power generation facilities should the power grid go down, and 24/7 video surveillance where everyone with physical access to the space is logged and verified on entry and exit.
And if you do all that, then you’re at “may”.
Rakesh – you’re awesome! Great points. I agree.
We recently started migrating to the cloud in most of our operations. The impetus was a desire to move to a Mac platform which was challenging if we used desktop software. While we have not yet changed platforms (and may not), we now have options available.
Our data is stored on dropbox, we use a web-based practice management system for calendar and case management and use QB online. Dropbox is fantastic, the others are adequate (slower to use because of the bandwith issues – we have 10GB+ and its still slower than desktop). I suspect they will improve substantially over time.
I still have some reservations. While I agree that the data is more secure in general, that ignores the likelihood of attack issue. While my office server is vulnerable, it is highly unlikely to be attacked. The cloud based storage is extremely secure, but certainly a more likely target.
That being said, I am still comfortable enough using the cloud. You can get access from anywhere (instead of using remote software like gotomypc which we have also used for years). And, if something were to happen to any computer in the office, any computer can be purchased, a few websites plugged in and you are up and running.
I go to hearings with nothing more than my iPad and can access every document I have in my office immediately (as long as you have a good wifi connection – cellular is OK but slower)
Just my 2 cents worth.
Saw your comment. Do you use Quickbooks or RocketMatter for Billing clients?
Which online practice management system would you suggest for calendar and case management.
I am switching to Mac and would like a suggestion.
Thx
Bill
Me? I think Rocket Matter’s the best. Full disclosure: I’m the CEO.
My firm just made the switch from PC to Mac. As part of the process, we spent a lot of time looking for case management software because Amicus Attorney was no longer working for us and we didn’t want to try to run it on a Mac.
We decided to use Rocket Matter and have been very pleased so far. We use it for our calendars and billing. We are still getting used to it and learning away around it, but our entire office has been VERY pleased with the change.
They offer a free webinar so that you can see how it works. You should consider attending one. I think that you will be pleased with what you see.
Thanks so much for your kind comments!