A GUIDE TO CLOUD COMPUTING FOR LAW FIRMS

Transcription

1 A GUIDE TO CLOUD COMPUTING FOR LAW FIRMS UNLOCKING PRODUCTIVITY & PERFORMANCE

2 CONTENTS CHAPTER 1 Introduction: Welcome to the cloud 3 CHAPTER 2 Which cloud option is right for your practice? 4 The adoption of cloud computing is rapidly becoming a business imperative for legal practices that wish to remain competitive and profitable. CHAPTER 3 Public, Private or Hybrid? 3 CHAPTER 4 10 key benefits of cloud computing 6 CHAPTER 5 Five tough questions to ask your provider 8 CHAPTER 6 The future of cloud computing for law firms 10 REFERENCES 11 CONTACT US 12 So what advantages does the legal profession stand to gain by taking advantage of cloud computing? And what challenges must the industry address on the path to widespread adoption? Thomson Reuters A guide to cloud computing for law firms Page 2

3 CHAPTER 1 INTRODUCTION: WELCOME TO THE CLOUD Cloud computing has been on a significant upward trajectory for several years now, with both software and infrastructure-based cloud services experiencing rapid and widespread adoption by business and consumers. CAUTIOUS APPROACH The legal industry has been more cautious than other sectors about moving into the cloud, calmly testing the waters for reliability, security and performance. Still less than half of legal practices are making use of cloud computing technologies, according to a 2012 survey by the International Legal Technology Association (1). However, adoption of this technology is rapidly becoming a business imperative for legal practices that wish to remain competitive and profitable....adoption of this technology is rapidly becoming a business imperative for legal practices that wish to remain competitive and profitable. BENEFITS UNLOCKED As many organisations are discovering, cloud computing offers plenty of benefits including: - the potential for limitless expansion; - cost savings; - enhanced productivity; - reliability; and - new opportunities for improving client relations and workflow. At the same time, this brave new world poses some unique challenges for the legal industry, particularly when dealing with sensitive information. Issues like data sovereignty and security have been early barriers to entry for many in the legal profession. But the maturation of cloud technology has led to greater reliability and a corresponding rise in adoption by industries working with highly sensitive data, especially government, financial services and legal practice. To benefit from cloud computing in your practice requires an understanding of the types of services available and how they dovetail with your business needs. In reading this guide you will find out: 1. Which cloud option is right for your practice? 2. How can you use cloud computing to improve your performance and profitability? 3. What are the key benefits of cloud computing? 4. What are the key questions to ask a cloud provider? Thomson Reuters A guide to cloud computing for law firms Page 3

4 CHAPTER 2 WHICH CLOUD OPTION IS RIGHT FOR YOUR PRACTICE? When introducing a new technology into your business, it s vital to have a clear understanding of what it will achieve. But what exactly is cloud computing and how can your firm benefit from entering the cloud? At its most basic, cloud computing is a style of computing where IT services are offered as a service over the internet (2). It encompasses a wide variety of products and services, ranging from managed security services, storage, backup and hosting, to platforms for document sharing, video and web conferencing and project management tools. If you have a Gmail account, or use services like Dropbox or Google Docs, you re already using cloud technology. Understanding the different types of cloud services on offer will help you map out their place in your practice. While there are many cloud computing products and services on the market, they mainly fall into two broad categories of software and infrastructure, or hardware. 1. SOFTWARE AS A SERVICE (SAAS) The most common cloud-based solutions are known as software as a service, or SaaS. This refers to software applications and services that are accessed via the internet, rather than installed on your local computer or network. Your users gain access to an enormous library of well-managed legal information, with intelligent tools built in, to complement your everyday processes. No local storage is required and the service can be accessed from anywhere. 2. INFRASTRUCTURE AS A SERVICE (IAAS) Thomson Reuters legal research product Westlaw is a good example of this type of service. It s a library of legal research content, offering powerful search and consolidation capabilities online. In a normal corporate environment, your computing hardware must be regularly serviced, upgraded or replaced to keep up with the increasing demands of software and workload. This approach requires the support of trained IT professionals to maintain even a simple network. All that s required to make use of the system is an account and a web browser. With IaaS services, the actual network hardware is hosted and managed by your cloud provider offsite and accessed by users over the internet via a desktop, laptop or tablet computer. The setup looks and works exactly the same as it would have before moving into the cloud, but now all the heavy lifting is being done by servers at your cloud provider s end. Understanding the different types of cloud services on offer will help you map out their place in your practice. This means there s no need to purchase or manage the physical computing resources like servers, networking and storage that you need to run a business. No matter how fast your company grows, or how intensive the applications you need to run, it s easy to access the computing power and storage space that you need, as you need it. Thomson Reuters A guide to cloud computing for law firms Page 4

5 CHAPTER 3 PUBLIC, PRIVATE OR HYBRID? The type of cloud environment you employ depends greatly upon the way you need to use it, and the nature of the information and services you re dealing with. PRIVATE CLOUD HYBRID CLOUD Private cloud services are implemented within a private network environment. The entire ecosystem is only open to your own users, and the general public cannot make use of it without specific credentials. Many organisations opt for a hybrid cloud solution, which is a combination of both public and private. There may be a private segment to your cloud environment to which only your staff have access, along with a public cloud that allows your organisation to interact over the internet with other organisations and the general public. PUBLIC CLOUD Public cloud services are those available to the general public via the internet. Any public user may sign up for the service and make use of it either free or on a usage-based subscription. These services still have their own security, although some are better than others. Thomson Reuters A guide to cloud computing for law firms Page 5

6 CHAPTER 4 10 KEY BENEFITS OF CLOUD COMPUTING Cloud computing offers plenty of benefits for the modern legal practice, from reducing costs and improving security, to creating an easier and more productive experience for end users. It s easy to add different cloud services whenever you need them, or cancel ones you no longer want. Here are 10 other key benefits of cloud computing. have the latest security software. You can also set user privileges centrally, making it easier to control exactly who can access private client data. 1. EASIER ADMINISTRATION USER USER SIMPLICITY SIMPLICITY With cloud, you don t need to worry about regularly upgrading every computer and all the applications on it: that s done for you automatically. You also don t have to worry as much about malware such as viruses, as your data is kept securely in the cloud where a good provider will Most Most cloud cloud software software is is web web browser based and designed browser based and designed to to be be familiar familiar to to internet internet users. Most people users. Most people have have previously previously used used webmail webmail such such as Hotmail or Gmail and find as Hotmail or Gmail and find other other cloud cloud applications applications quick and easy quick and easy to to pick pick up. up. Conversely, Conversely, desktop desktop software software can involve a steep learning can involve a steep learning curve, curve, with with lengthier, lengthier, expensive user expensive user training training required. required. In In one one survey, survey, per cent of NGOs cited ease per cent of NGOs cited ease of of use use as as aa major major advantage advantage of cloud (4). of cloud (4) LOWER LOWER COSTS COSTS Cloud Cloud solutions solutions can can save save your your practice money in several practice money in several ways: ways: i)i) They They remove remove the the need need for for capital expenditure, being capital expenditure, being pay pay as as you you go. go. ii) You don t ii) You don t waste waste money money on on unused unused hardware hardware or or software software licences, licences, as as you you buy buy only only what what you you need. need. iii) iii) Your Your power power bills bills will will also also be be lower. lower. iv) iv) In In addition, addition, your your costs costs become become more more predictable predictable as as you don t need to repair or you don t need to repair or replace replace equipment equipment unexpectedly. unexpectedly. Australian Australian businesses businesses using using cloud services could reduce cloud services could reduce their their information information and and communication technologies communication technologies operations operations by by up up to to per per cent and capital expenditures cent and capital expenditures by by up up to to per per cent, cent, according to a report according to a report by by KPMG KPMG (3). (3) EXTRA EXTRA CAPACITY CAPACITY Fluctuating Fluctuating workloads workloads may may require require hiring hiring contractors contractors or or temporary staff. Traditionally temporary staff. Traditionally that that required required setting setting up up computers for every new computers for every new member member of of staff, staff, creating creating user user accounts and buying software accounts and buying software licences. licences....australian businesses using cloud services could reduce their information and communication technologies operations by up to 25% and capital expenditure by up to 50%. Cloud Cloud services services make make itit possible to quickly possible to quickly and and easily easily add add users users and and pay pay by by the the month month for for services. services. Likewise Likewise you you can can increase increase and and reduce reduce storage whenever you storage whenever you need. need. Thomson Reuters A guide to cloud computing for law firms Page 6

7 CHAPTER 4 10 KEY BENEFITS OF CLOUD COMPUTING One Cisco survey (7) found that companies investing in collaboration technology saw a 400% return on investment. 5. IT SUPPORT 7. WORK FLEXIBILITY Fixing IT problems is a waste of billable hours, particularly if you don t have professional IT skills. Cloud solutions allow for remote working and teleworking. Whether you want to work from home or remain productive when travelling for business and conferences, the cloud means you don t have to be physically present in your office to be productive. At the same time, you don t want to hire full-time IT professionals if issues only arise occasionally. With cloud you can outsource your helpdesk, meaning staff can instantly access advice from trained IT experts as and when they need it. 6. QUICKER RECOVERY In the event of any issues, you ll be back online much faster if you re in the cloud. DRaaS (disaster recovery as a service) reduces average downtime to one hour, compared to more than two hours for in-house infrastructure, according to research by Aberdeen Group (5). 8. FEWER BREAKDOWNS Legal staff don t have the time or expertise to regularly check and maintain hardware. If something breaks down, it can lead to expensive and embarrassing downtime, the loss of sensitive information and even missing client or court deadlines. medium-sized businesses gained security benefits from the cloud, and 62 per cent saw increased levels of privacy protection. With your IT infrastructure outsourced to a cloud provider, your data will be stored on modern, well-maintained hardware and backed up regularly and securely. 9. BETTER SECURITY AND COMPLIANCE 10. IMPROVED COLLABORATION Cloud computing greatly increases collaboration, as employees can easily share documents and work on them together. Communications are also easier, with options ranging from secure messaging to videoconferencing. The storage of sensitive client data is subject to a complex range of local and international legislation. Data centres invest in the latest security and adhere to established standards, helping you remain compliant. A recent Microsoft study (6) found that 94 per cent of small to Thomson Reuters A guide to cloud computing for law firms Page 7

8 CHAPTER 5 FIVE TOUGH QUESTIONS TO ASK YOUR CLOUD PROVIDER When it comes to the cloud, it pays to do your research and ask providers the tough questions. Meeting government regulations, having an exit strategy, international data privacy and legal issues are among the top concerns for business when it comes to the cloud (8). With data protection legislation continually evolving and data migration still without a simple solution, these are definitely considerations for Australian firms. How can legal practices ensure they choose a cloud provider that can meet their needs and address these issues? Here are five questions you should be asking. 1. HOW IS DATA STORED AND BACKED UP? 2. DO THEY ADHERE TO PRIVACY AND DATA PROTECTION LAWS? Knowing where data is stored is very important. There may be legal issues if it is hosted offshore, particularly in jurisdictions that don t observe the same privacy standards that Australia requires. Legislation in this area is continually developing, but there are stringent legal requirements for all companies when it comes to protecting and encrypting certain types of data. For example if it is hosted in the US, or by a company incorporated in the US, the US Patriot Act will apply, and its provisions conflict with Australian laws. If you are putting sensitive client information into the cloud you need to ensure your provider complies with the necessary laws and codes of practice. Will your data be stored on a server along with that of other customers, or will you have dedicated servers? 3. WHAT PERFORMANCE DO THEY GUARANTEE? Many cloud providers promise extremely high availability, such as ensuring your data is accessible at least per cent of the time. In practice it s very hard to determine these figures. Do they offer compensation if they fail to meet uptime guarantees? It s wise to get customer references, read reviews and find out what their services and support are like and how quickly they rectify downtimes. Before putting sensitive client information into the cloud, ensure your provider complies with the necessary laws and codes of practice. 4. WHAT HAPPENS IF THE CONTRACT IS TERMINATED? Can you get your data out of the cloud if you change providers or they go out of business? Not only do you have to move huge amounts of data, but you need to have it accessible again as quickly as possible. Thomson Reuters A guide to cloud computing for law firms Page 8

9 CHAPTER 5 FIVE TOUGH QUESTIONS TO ASK YOUR CLOUD PROVIDER It s wise to get customer references, read reviews and find out what their services and support are like and how quickly they rectify downtimes. It s currently very challenging to migrate data between providers, and the complexity depends on what services you have. For example, if you are using software as a service it may be easy to get your data out from your current provider, but hard to find the same functionality for accessing it with a different provider. Gartner has long been advocating for cloud exit strategies to resolve this (9). 5. WHAT DISASTER RECOVERY STRATEGY IS IN PLACE? It s critical to know how long it will take your cloud provider to restore services in the event of a disaster. A good cloud provider will be able to answer your questions and help resolve any concerns. So make sure you ask all the necessary questions and clarify each party s responsibilities. Do they keep a copy of your data at another site? If a power cut or natural disaster affects an entire city, your data may be inaccessible (or even lost) unless it has been mirrored elsewhere. Do they also have sufficient support staff to service the needs of all their customers effectively if a widespread breakdown occurs? Thomson Reuters A guide to cloud computing for law firms Page 9

10 CHAPTER 6 THE FUTURE OF CLOUD COMPUTING FOR LAW FIRMS In an increasingly competitive legal market, cloud computing offers law firms a way to supplement internal resources and meet the ever-growing demand on their infrastructure, networks, data, security and workloads. The scalable and elastic nature of cloud computing offers the legal profession much more than just a way to improve processes, service and costs. Concerns over privacy and control of data have held back the widespread growth of cloud computing in some sectors like law, government and health care. Caution and common sense are required when investigating any new solution and your legal requirements must be kept in mind. It presents innovative firms with an opportunity to rethink the traditional provision of legal services and develop new business models that take full advantage of the online, mobile and collaborative technologies available to them and their clients. But that s quickly changing as the cloud-computing industry matures and the legal sector recognises the benefits and competitive advantages on offer, if the right safeguards are put in place. But the modern cloud landscape offers many risk-free ways to test the waters and see for yourself the benefits to your organisation and your clients. Fortunately, the cloud isn t an all-or-nothing solution you can begin with partial cloud services, experiment with supplementary provision of your existing infrastructure and even run hybrid configurations. Thomson Reuters A guide to cloud computing for law firms Page 10

11 CHAPTER 6 REFERENCES (1) ILTA (2012) 2012 technology survey results, (2) Gartner, IT Glossary Cloud Computing (3) KPMG (2012) Modelling the economic impact of cloud computing, (4) Techsoup Global Network (2012) Global cloud computing survey results, (5) Aberdeen Group (2012) Why mid-size enterprises should consider using disaster recovery as a service, (6) Microsoft (2013) Small and midsize companies in the cloud reap security, privacy and reliability benefits, (7) Cisco (2010) The return on collaboration: assessing the value of today s collaboration solutions, (8) Cloud security alliance & ISACA (2012) Cloud maturity study reveals the top 10 issues eroding cloud confidence, (9) Gartner (2013) Devising a cloud exit strategy: proper planning prevents poor performance, Thomson Reuters A guide to cloud computing for law firms Page 11

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