Cloud computing for law firms: A practical checklist for 2026

At its core, cloud computing means outsourcing the hosting of your practice management software, legal accounts and other essential systems to a third-party provider. While the software you use remains the same, the big change is where it lives and how it’s accessed.

A key benefit of using a cloud backup for law firms is the ability to automatically and securely store critical data off site. This gives your firm the peace of mind that important client files, case documents and system data can be quickly restored if something goes wrong. This supports compliance requirements, and ensures business continuity in the face of disruption.

Migrating to cloud computing for law firms requires careful planning. Here are six important considerations that you need to take into account before making the switch.

1. Make sure your internet connection is up to the job

Your internet connection becomes the foundation of your practice once you move to the cloud. Every login, email, case update and file upload depends on having a fast, stable and secure internet link. Without a connection that can support the demands of your practice, cloud adoption may do more harm than good.

That’s why evaluating bandwidth, latency and redundancy should be your first priority. It’s not just about download speed; upload capacity matters too, particularly for teams that scan, print and share large documents.

Location can play a big part in connectivity. Some rural firms may face limited broadband availability, although government investment has improved access in most areas. Whether you use fibre, leased lines or mobile data, it’s essential to test performance across all offices and home setups. Additionally, make sure you have contingencies in place if your connection goes down. Service level agreements (SLAs) with internet providers can help to mitigate risk, but it’s worth discussing backup options such as 4G routers or secondary lines.

2. Assess your budget and protect existing investments

Financial planning is a crucial part of any cloud migration. The shift from capital expenditure to operational spending can benefit many firms, especially those aiming to reduce upfront costs. Instead of investing heavily in servers, licences and IT infrastructure, you pay a predictable monthly fee that includes hosting, updates and maintenance. However, this model must be weighed against any existing investment in hardware and software.

If your firm has recently purchased servers or network equipment, it may be worth holding off on a full cloud migration to maximise that investment. Consider hybrid models or phasing your move over time. On the other hand, if your hardware is reaching the end of its life, cloud adoption could offer a more efficient and secure way to futureproof your IT setup. Analyse the total cost of ownership over the next five years – including energy use, repairs and downtime – to decide what makes the most sense.

3. Consider your internal team and their skills

When planning your cloud migration, don’t overlook your internal team. Their roles may change significantly, especially if you move from managing physical servers to overseeing vendor relationships. If your team is skilled and well resourced, you might choose to maintain a hybrid model where they continue to manage some elements of your IT infrastructure. Alternatively, you could transition them into higher-value roles focusing on security, compliance and systems planning.

For smaller firms, outsourcing IT support to a managed services provider can deliver both cost savings and peace of mind. These experts take responsibility for routine tasks like system updates, backups and patch management, freeing up your team to focus on legal work. Even with the cloud, you’ll still need support for local devices such as PCs, printers and scanners, so weigh up what can be outsourced and what should remain in house.

4. Evaluate which additional software and features you need

Moving to the cloud is a great opportunity to assess your current software stack. Most providers of cloud computing for law firms bundle in widely used tools like Microsoft Office, Exchange and document management systems. These are typically kept up to date automatically, so you always have access to the latest features without needing to install updates or manage licences.

If your firm is currently running older on-premise software, this is your chance to refresh and consolidate. Consider what tools you really need, and what integrations would streamline your workflows. Also factor in licensing costs, compatibility with legacy systems, and how features such as e-signatures or automated document generation could improve efficiency. A good provider will work with you to map your requirements and build a tailored setup.

5. Decide whether to opt for an in-house or managed solution

Firms must decide whether they want to manage their own infrastructure in house or partner with a managed service provider. In-house management offers more direct control but requires a highly skilled IT team and regular investment in hardware and maintenance. For many practices, this approach becomes increasingly difficult to sustain, especially as security and compliance standards evolve.

Managed IT services, on the other hand, take care of updates, backups, support, and vendor management. This reduces operational risk and ensures that you’ve always got access to experts who understand the legal sector. Importantly, managed services scale easily as your firm grows or restructures. With the right partner, you can simplify your IT strategy, reduce downtime, and focus on delivering client service without worrying about the tech that supports it.

6. Back up your data before migration

Before you migrate to the cloud, backing up your data is essential. A complete, verified backup ensures that you can recover key files in the event of delays, errors or unforeseen issues during the migration. If you currently rely on an internal process such as daily manual backups to hard drives, now is the time to audit your procedures and check recovery times.

Many firms moving to cloud backup for law firms benefit from continuous, encrypted backups stored in geographically separate locations. This provides additional resilience and protects against physical threats like fire or flood. You should also define who is responsible for backups pre- and post-migration, whether in-house or via a provider. As well as being a migration essential, a robust backup and restore plan is part of business continuity planning, and a regulatory requirement in many cases.