How virtual desktops have transformed the legal industry
Every law firm deals with large amounts of highly sensitive data, and the volume of that data is increasing all the time. Ensuring that access to and use of that data is both secure and compliant can be difficult enough, especially in an era of more common and sophisticated cyber attacks. However, the rise of flexible and hybrid working has added an extra layer of complexity to this challenge.
Most companies in the legal sector are now (at least partially) running on the cloud, principally for web-based software and for data storage. But this is only part of the story: for hybrid workers to operate both productively and safely, they need access to their entire IT footprint, whenever and wherever they’re working.
Achieving this by replacing a whole IT infrastructure would be complicated, expensive, time-consuming and would demand a whole new learning process. All of these challenges can be navigated by using Virtual Desktop technology instead. This blog explains how it works, and why it’s already proving so beneficial across the legal sector.
What is a virtual desktop and how does it work?
A virtual desktop really is as simple as it sounds. It’s a virtual version of a desktop that you would find on a normal computer, made accessible online through any other computer or device. It enables full use of all the functionality you’d expect, such as Outlook or Microsoft Office, as well as any on-premise specialist software that legal firms use day-to-day.
It enables easy log-in, log-out access for suitably credentialled employees anywhere, any time, and on mobile devices as well as laptops and other desktop computers. The technological side is overseen by a managed service provider (MSP) that looks after maintenance, security and other management duties, ensuring that the service is functional and high-performing as close to 100% of the time as possible. Applications are installed in the cloud instead of on desktop terminals, and the MSP takes care of keeping these updated.
How can virtual desktops benefit law firms?
The legal sector is unique in having to keep extremely sensitive data secure, comply with stringent legal, financial and data protection regulations, and do so with an increasingly remote workforce. Virtual desktops help achieve this in a number of areas, including:
- Data centralisation: case data can be stored in a single secure location, easily accessible by all, ensuring that data remains consistent and isn’t duplicated
- Scalability: cloud computing means extra capacity, or new virtual desktops for an expanding workforce, can quickly and easily be created without the need for in-house IT expertise
- Productivity: with data and applications accessible to all employees, anywhere, geographical barriers to hiring are smashed. Talent can be recruited from around the world, and it can be much easier to onboard them
- Secure client communications: sensitive data and documents can be shared with clients securely, whether via email or a web portal, using encryption and security technology within the virtual desktop solution
- Security: more generally, data is stored in the secure data centres of the MSP, with multi-layered security protection applied for the highest levels of protection
- Disaster protection and recovery: data can be hosted across multiple sites so that disaster recovery can be quick, easy and cost-effective, so as to minimise business disruption
How can you determine if virtual desktops are right for your firm?
Firstly, it depends on the size of your company and your headcount. For smaller firms, web-based software and basic cloud storage may be enough, but we recommend that any with a headcount of eight or more need something significantly more sophisticated. For larger firms, a more comprehensive approach to document storage, accounting and case management is a must.
- More specifically, virtual desktops make sense for firms who:
- Want to stick with their current practice management solution
- Have adopted hybrid and flexible working, and use a wide variety of devices
- Require data and document access remotely when visiting clients
- Need particularly good security of data and applications
- Are having issues with their current infrastructure from an IT management perspective
To find out more about how a virtual desktop can give your organisation flexibility, scalability and security, take a look at our market-leading solution.
