How Cloud Technology Can Make Your Firm More Efficient

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Legal professionals are always busy with time-sensitive work for their clients. In a fast-paced industry, any time saved is valuable. Here’s a guide to how you can make your firm more efficient using cloud technology:

Law practice benefits in moving to the cloud

The leap from traditional filing systems to cloud technology can seem large and daunting, but with a proper plan of action in place, it can greatly improve your firm’s operations without interrupting workflow during the implementation process.

Increase your law firm’s efficiency

There are multiple ways cloud technology can make your firm’s operations simpler and faster. CISCO found in a survey that companies which invest in collaborative technology saw productivity increases of up to 400%. This spike can be attributed to the ready availability of files.

When data is stored in the cloud, it can be accessed from anywhere. This allows employees to conduct business from the office, the road and their homes with the same resources. The firm also saves time with reduced and often fully eliminated need to email documents between coworkers. People can act on issues and assignments instantly with all the materials they need just a click away. This means firms with cloud technology can capitalize on opportunities more quickly than those without, winning business and pulling ahead of competitors. This is a key advantage for smaller firms and independent practices.

TechNative reported on the changing psychology of the workplace, noting this new “gig economy” of freelancers and startups who don’t need large office spaces or storage facilities has created a new era of working. While change can be scary, it’s not always bad: TechNative found employees who actively seek out the flexibility the cloud can provide have better relationships with their supervisors and an increased feeling of satisfaction. A stronger sense of trust is established when employers know the work will get done regardless of an employee’s physical location.

Cloud technology also streamlines communication. Using a single system for phone, messaging, conferencing and scheduling helps everyone stay on the same page and reduces the natural human errors that come with needing to manually loop people in. Some cloud platforms even have workflow management systems built in, according to Business.com.

Cloud technology makes analyzing big data easier, an advantage especially relevant to big firms hoping to sort through large masses of data.

Law practice benefits in moving to the cloud_cash image_Afinety, Inc.Cloud technology doesn’t just improve efficiency of operations.

Save your firm time and money

When it comes to practicing law, time is money. And cloud technology can save your firm a significant amount of both.

The cloud eliminates the need for an in-house IT team. Outsourcing your operational IT work means an outside provider like Afinety can handle all updates, security and maintenance needs for the system, saving you both the trouble and the manpower needed to do it yourself. Your energy is better spent elsewhere.

Other benefits of cloud technology 

Cloud technology can also assist Human Resources in their daily tasks. It can be used to file and share hiring documents, CVs and personal details, tax forms, payroll information, and more.

Apart from the increased efficiency which comes with the adoption of cloud technology, there is another reason you should consider it: everyone’s doing it. Your firm must adapt to survive in the ever-evolving business market. Contact Afinety to see how our cloud platform can serve the needs of your firm.

Is it ethical for lawyers to store and send information through the cloud?

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Firms considering reducing their paper and physical storage use and costs by switching their data to the cloud sometimes worry about security and trustworthiness. Especially in the business of law, firms want to avoid ethics violations due to data breaches of confidential client information at all costs.

What these firms may not know is they are likely already storing files and communicating with clients using cloud technology. Think Dropbox, Google Drive, and Microsoft One Drive.

The technology exists and is already being put to use. However, there are measures that law firms can take to ensure the security of their information when they put it in the cloud and ways to verify the ethics of doing so.

Is it ethical to use the cloud to store and transmit client information?

In short, yes it is. Lawyers can use cloud-based data storage of confidential information while still maintaining client confidentiality. Over 20 state bar associations have issued ethics opinions on this very topic, and all have reached the conclusion that “lawyers may ethically use cloud computing, so long as they exercise reasonable care to keep client information and files confidential,” according to Attorney At Work. Lawyers just need to be aware of the risks and rewards of technological applications like the cloud and the standards that regulate them. And you certainly don’t need to have a computer science degree to know how it all works — you just need to take due diligence to know everything is secure.

Should law firms store client information on the cloud blog_Afinety, Inc.There are certain steps lawyers can take to ensure data security at their firm.

What steps can lawyers take to ensure the security of their stored data?

There are certain steps lawyers can take to ensure data security at their firm.

Know cybersecurity threats for law firms

The first step is to be aware of threats to security. According to Law Technology Today, this can come in the form of state-sponsored hackers such as those from China, industrial espionage by clients’ competitors, departing employees and even scripts or programs which scan for and attack computer systems and networks.

Prepare, plan and train law practice staff on security awareness

Disruptions in operations and productivity are easily avoidable through planning and preparation. Once you’ve selected your security systems, make sure they’re vetted and tested by a small group of users before implementing them widely. Prepare the new users by giving them ample notice as well as a training plan based on results from the initial test group. Security awareness training is likely the most effective measure you can take when it comes to preventing incidents, says Law Technology Today. When putting together a training, make sure to cover electronic communications, incident reporting, internet access, mobile device security, password policies, remote access, social media use, the firm’s acceptable use policy, visitor policies and wireless access security. You should emphasize the need for good judgment.

Verify law firm vendors

The vendor which provides the cloud technology to your firm should also be following appropriate security protocols. They need to pay close attention to securing and protecting your data. You can learn more about Afinety’s dedication to security for its clients’ data on the website or by calling the office.

Testing your law firm security

Consider hiring a third party to handle your security audits. It will keep you accountable and honest when it comes to the effectiveness of your security measures. According to Law Technology Today, an outside security expert will perform a top-down evaluation of your systems, security policies and practices and access to the systems. After a professional third party audit, you should also try to break in yourself. This is known as a penetration or pen test, and will help you identify areas of vulnerability. Following a security audit or pen test, the firm’s IT department should carefully review the recommended changes in the remediation plan before implementation to consider any possible adverse effects on other systems and end users.

Cloud-based storage has become the standard method for storing and sharing data. The legal profession, like other industries, must adapt to compete in the ever-evolving market. If firms take the right steps to ensure security, there should be no issue with the transition, and all proceedings should move along smoothly.