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The 6 Best Practices When Choosing Legal Cloud Software

When a law firm decides to upgrade its legal software by moving to the cloud, it invests in its future. While migrating data is an involved process, the benefits of a cloud-based, law practice management system are nearly endless. Outdated software not only places firms in a precarious position when it comes to compliance, but it also presents several obstacles, from lack of mobility and modern functionality to complex setup and ongoing hardware, server, and software maintenance and costs.

By taking advantage of the overall benefits of legal cloud software, firms can harness the power of flexibility to take their businesses to the next level. Here, we are outlining the top six benefits of moving to the cloud, and how escaping outdated legal software can help practices stay competitive.

Benefit #1: Increased Accessibility

When all team members have access to data regardless of location, work can be completed in a timely and cohesive manner, further increasing a firm’s productivity.

Benefit #2: Modern Functionality

It doesn’t matter if you’re trying to attract new partners or new clients, improved ability to access every aspect of a client matter from a single source makes a difference. Your firm’s clients and personnel will appreciate the vast functionality cloud solutions offer — now able to efficiently complete tasks that were error-prone and time-consuming in the past.

Benefit #3: Budget Friendly

New technology doesn’t always mean increased costs. Using cloud software allows organizations to make manageable monthly payments instead of large, one-time costs followed by additional expenses to keep their solutions up to date and running smoothly.

Benefit #4: Self-Maintained

Using cloud solutions takes the rigorous task of maintaining compliant software out of your firm’s hands, as legal solutions in the cloud are entirely self-maintained. System backups and updates are all managed by the provider and happen automatically on a regular basis.

Benefit #5: Highly Scalable

For firms in a period of growth or going through staff changes, cloud solutions offer flexibility and allow them to easily scale the solution, adding or removing users as needed.

Benefit #6: Freedom from Data Management

Data management could be a full-time job in itself. By integrating your firm’s data into a single, cloud-based solution, you’ll be able to focus your time and resources on your clients and not administrative tasks and upkeep.

Best Practices for Office & Online Accounts

With great power comes great responsibility. The cloud offers many advantages and can make your firm more efficient, but it can create new security concerns you may not have thought of in the past. Here are some of the best practices all firms moving to the cloud should employ:

  • User awareness – Educate all team members on basic cyber threats and best the protection practices they should all maintain. Simple steps such as having unique secure passwords and never sharing them over public channels are the first line of defense.
  • User privileges and access controls – Manage who can and cannot access different data sets and areas of the software at your firm.
  • Audit log review – Keep a tight eye on who is doing what (and when) in your practice management system. This can come in handy if a problem ever rears its ugly head, whether a malicious act or a simple mistake.
  • Two-factor authentication – Attorneys deal with sensitive financial and personal client information. Make sure it’s protected by securing your login even further. With two-factor authentication (2FA) you will receive an SMS message every time someone tries to login using your credentials.
  • Streamline and secure client communication – This includes any form of electronic communication (i.e., email, messaging, client portal, etc.) used to share information with clients. Make sure your channels are secured and accessible to those who need it at any time.
  • Streamline and secure internal communication – Include any form of electronic communication (i.e., email, messaging, notes) used to share information within a firm.
  • Bank-Grade Encryption – Encrypting your data is the best way to protect it from would-be hackers and thieves. Ensure your system encrypts your data both in transit (moving from servers to your device) and at rest (when it’s stored).
  • Jurisdiction of data location – Moving to the cloud presents additional jurisdictional concerns when it comes to legal requirements to turn over certain information. Know where your data will be stored.

CosmoLex’s cloud-based, law practice management software integrates trust and business accounting, time tracking, billing, email and document management, and tasks and calendaring, in a single application. By channeling the power of the cloud, it offers endless opportunities for growth, while also providing the high level of protection that a law firm requires.      

Ready to upgrade your practice? Learn how CosmoLex can take your business to the next level with a free trial, or speak with a Product Specialist today.

 

Rick Kabra

Dr. Rick Kabra is CEO of CosmoLex Cloud, creator of cutting-edge technology solutions to help solo and small law firms law firms. Rick has a Ph.D. in Electrical Engineering from NJIT and has over 10 years of experience in the legal software industry catering to the specialized technology needs of small to mid-sized law firms. Rick has given numerous seminars and published articles on legal technologies such as law practice technology management, cloud computing, and legal billing, business & trust accounting compliance.