Why it’s time for law firms to embrace the cloud
In recent years, cloud technology has transformed the operations of businesses all over the world, giving them much more potential for flexibility and scalability. However, compared to most industries, the legal sector has been relatively slow to explore the potential of the cloud.
There are three reasons for this sluggish update: fears over the security of sensitive information and documents; potential high costs of transitioning; and a working culture that is largely office-based with no need for remote data access.
However, times have changed, especially now that more and more legal practitioners want to work from home. For law firms that have not already moved into the cloud, there’s no time to lose in kicking off the migration. This blog explores how the cloud works for law firms, the key problems it can solve, and how it can be the bedrock of a remote working future.
How do cloud services work?
The simplest definition of cloud computing is the storage of data and applications through the Internet rather than on a business’s owned hardware, such as computers or servers. Remote servers that are theoretically located anywhere in the world host data and applications, which can then be accessed by those with the correct credentials, whether they’re working in the office or working remotely.
There are three main types of cloud deployment commonly used by businesses:
- Public cloud: space on a secure cloud environment operated by a third-party operator, which a business pays to access. The main providers are Amazon Web Services, Google Cloud, IBM Cloud and Microsoft Azure
- Private cloud: a dedicated cloud infrastructure for the sole use of a business, either hosted on-site or by a third-party cloud provider
- Hybrid cloud: a combination of private and public cloud, which looks like a single environment but runs certain applications and data in different places, depending on preferences around accessibility or cost
What problems can a cloud migration solve?
It’s increasingly clear that migrating to the cloud is a positive strategic move for law firms, to the point where it’s becoming essential for delivering on modern client expectations:
- Balancing client service with security: clients increasingly expect the service that their legal teams deliver to be more transparent, more collaborative and more agile. Cloud-based technology achieves that by opening opportunities for clients to access data and documents themselves, and advances by the major cloud providers means this can be done without any major security compromise
- Bypassing server limitations: servers can hold businesses back, as it means that all their data and applications are tied to the office. This hinders any capability of employees to work remotely, and also makes it more difficult for them to use data and documents if travelling to meet clients
- Reducing data storage costs: legal firms have to deal with vast amounts of documents and data, and store them for long periods of time. Digitising those records and storing them in the cloud can cut out the costs of keeping them in physical premises
Why should law firms migrate to the cloud now?
Cloud migration in the legal sector isn’t just about problem-solving - it can also be beneficial in its own right. Companies that can put the right cloud infrastructure in place can quickly start operating in more dynamic, agile and cost-effective ways:
- Access to innovation: big and small software companies alike have made major investments into advancing cloud technology in recent years. It has now reached the point where many features and functions have surpassed what their on-premise equivalents are capable of. This means that only companies in the cloud are able to take full advantage of the latest innovations
- Widespread cost savings: as well as the savings in document storage mentioned above, the cloud can deliver major savings in IT costs. There is no longer any need for server rooms and data centres that are expensive to buy, run, maintain and cool. Furthermore, cloud operations are generally funded from operational expenditure, removing the major capital investments that can hinder smooth cashflow.
- Easier scalability: as law firms grow, both in terms of their client base and their employee headcount, they need fast access to additional data storage and underlying infrastructure to keep things running smoothly. A good cloud service makes it possible to access further capability almost instantly, without any need for capital investment at all.
Will the cloud help solicitors work from home more efficiently?
While many law firms have shied away from adopting remote work, the office closures enforced during the pandemic compelled them to explore it. Many employers and employees have now found that it represents a practical, flexible option long-term, but needs the right technology in place to make it operate smoothly.
Ultimately, cloud infrastructure is essential for employees who want to work from home, and also for hybrid workers who want to move seamlessly between home and the office. When employees have access to the cloud, they can use all the data and applications they need to do their jobs all the time, quickly, easily and independently. They can do so in the knowledge that steps are being taken to keep data secure (although further security measures such as mobile device management should also be deployed).
In summary
Any legal business sticking to traditional on-premise computing will quickly find itself falling behind competitors, who will be able to serve clients better, cut costs, and improve the productivity of their employees. What an ideal cloud deployment looks like will vary from company to company, but now is the time to be moving towards the cloud, in order to respond to the changes within the legal sector and the world at large.
