Cloud Solutions for Lawyers
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This document discusses various cloud-based options for practicing law remotely and collaboratively, including benefits and considerations. Cloud-based solutions discussed include using cloud storage and sync services like Dropbox, SugarSync, Box.net, and Microsoft services to access and share data from anywhere. Software as a Service (SaaS) case management systems like Clio, Rocket Matter, and MyCase are also summarized. Hosting your own exchange server versus using email hosting services is compared. Virtual law office (VLO) portals for delivering online legal services are briefly introduced. Evernote for note taking and organizing information is also mentioned.
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Cloud Solutions for Lawyers
- 2. Access your data anywhere OS independent Data is always current Work remotely Share & collaborate Focus on practicing law (not IT)
- 3. Data is stored offsite (often geographically redundant storage) Physical security Encrypted storage & access
- 4. Cloud OS SaaS Sync Evernote
- 5. You’ve already taken the first step
- 6. EMAIL -- IMAP 1.Always reading email from a central server. 2.Never read the same message twice. 3.Never missing a message because you downloaded it on another device.
- 11. Cloud OS
- 12. Hosted Operated System Takes the programs you already use and and puts them on a virtual machine accessible from anywhere.
- 13. Pros: Web based (OS Automatic backup independent) No IP hassles. Everyone sees the same thing No servers to administer Dependable programs that have been No licensing fees around for years. No charges for Complete feature set software updates You CAN install No new programs to additional software learn
- 15. Best of all... If you ever decide to leave, all of the programs are commercially available. So, you can backup your data & restore locally
- 16. Cons: Requires internet connections / no offline mode (however you can sync data to a local computer/ server ) Pricey (offset by not paying licensing fees)
- 17. SaaS “Software as a Service”
- 18. Cloud Based Case Management
- 19. Features: Heads up view of case status Calendar, todos, contacts E-invoicing / batch billing Mobile access on most devices Training included Rapid iteration
- 20. Cons: Internet access required* *Clio Express - offline expense and time tracking *All three have mobile access
- 21. What’s missing? Document generation / merges (other than invoices) Exception: Houdini Esq Create editable emails using templates Create non-editable PDFs using templates
- 22. Needs Improvement: Synchronization All offer bi- directional sync (but not with all platforms) Document management No online editing/ collaboration Download to edit & re-upload
- 23. Special Features: & Document Generation Skype integration Extranet Create editable emails using Secure templates communication Create non-editable View status PDFs using templates Share documents
- 24. Costs: $60 1st user $50 attorney Free (self-hosted solo edition / not $50 users 2-6 $25 non-attorney cloud) $40 users 7-20 $64 user $40 20+ users
- 25. Is it right for you? Cost doesn’t scare you Work from Starbucks Remote employees Don’t want to set up a VPN
- 27. Online Portal for your office Clients hire you via the web Pay you via the web Deliver services over the web Mainly for “unbundled” legal services
- 28. Cloud Storage & Data Sync
- 30. Key Only uploads / downloads the parts of a file that have changed!
- 31. Box.net Sugarsync Dropbox Microsoft Live
- 32. Microsoft Free Part of Windows Live (windows online) PURE STORAGE (NO SYNC) 25gb Sharable folders 50mb cap per file
- 33. Microsoft SYNC Free Sync + remote desktop Access anything on a remote system (if turned on) If off, can access 2gb of synced data online 2gb is part of your 25gb in skydrive Sync settings in MS Office & IE (incorporates features from Live Mesh - discontinued)
- 34. DropBox Cheap and simple sync & sharing
- 35. Dropbox dropbox.com Sync + Online Storage + Sharing (links) Encrypted storage (256 AES) & communication (SSL) Online and mobile file view (smartphone, iPhone, iPad) 30 day undo history (restore deleted files) “Packrat” ($39 extra) keeps all deleted files and prior versions Very simple and easy to use
- 36. Dropbox dropbox.com Cons: No selective syncing (in open beta) Must use “Dropbox” top folder All synced computers have full access Sharing files/folders gives full access
- 37. Dropbox dropbox.com
- 39. Box.net Sync + Online Storage + Sharing PLUS COLLABORATION & EXTRANET FEATURES: Control over shared files/folders - passwords & expiration dates Permission controls Reporting Branding
- 40. Box.net Turn folders in to websites or share via widgets More control over shared files/ folders - passwords & expiration dates
- 41. Box.net Collaborative workspace feedback/ comments assign tasks track versions
- 44. Box.net What’s missing? Selective sync
- 45. SugarSync A good balance
- 46. sugarsync.com Sync + Online Storage + Sharing PLUS Access controls Selective sync
- 48. sugarsync.com Pricing: Professional Plans 3 users 100gb $29.00/month or $300/yr
- 49. Versioning: Dropbox (packrat option) = unlimited Sugar Sync (last 5 versions) Box.net (business & enterprise) = unlimited versions
- 50. Summary Dropbox $ - simple, fast, cheap with frequent feature updates Sugar Sync $$ - access controls (“Business Plan” only) Box.net $$$ - Enterprise access controls & collaboration
- 51. “But I don’t want to give up control of my data!”
- 52. Don’t worry We got you covered!
- 53. pogoplug.com Pros You control the data Add storage anytime $129 $299* Encrypted connection “Web-View” sharing (allow view only - no download) (pogoplug biz) Multiple users (pogoplug biz) Clients can upload using custom email addresses (pogoplug biz) Usage & auditing reports (pogoplug biz) Branded interface (pogoplug biz)
- 54. Cons: pogoplug.com Physical security? Encrypted storage? pogopl ug.com No geographical redundancy (w/o multiple pogoplugs to sync with each other. Ex: Mom in Minneapolis) $129 $299* No drive redundancy (but can connect RAID or Drobo)
- 55. Doing ok?
- 56. Evernote
- 57. Evernote.com Note, photo, document, clipping service Access information via Web or mobile device Scan directly into Evenote Tag & Search
Hinweis der Redaktion
- Let Microsoft hand the IT headache
- Or Google With Google Premier Apps, you pay $50 per user per year and get a 25gb inbox
- There’s even a migration tool to help you transfer your data from Exchange to Google
- remember this “pro” about hosted solution? dependable programs that have been around for years. Not new services that are constantly changing. CON SLOW CHANGE because of the huge installed user base, don’t expect radical new features consistancy image (toriose & the hare] hosted OS solutions are the tortoise - you’re still using the system you know. SaaS cloud solutons are the brash upstart they’re leaving the old behind, they’re innovating, things change very fast here. [you’re probably excited by one of these and turned off by the other. That gut feeling is a good indicator of whether you would be more comfortable with a hosted OS soluition or a SaaS
- require internet connection* no “offline mode”* unlike a syncing service which keeps the data on my computers and in the cloud, cloud based case management is ONLY in the cloud if your connection goes down, you travel somewhere where where you don’t have connectivity, your battery dies, or you go to a tech heavy conference and speeds everything is jammed up. you cannot access your data. *Clio Express Track time and expenses offline. string and a tin can most of us have smart phone with internet access. in theory, you’re still not cut off even if the office internet goes down because you can still use a mobile browser.
- no fixed costs / pay monthly (forever) someone else handles the tech / dependent on connectivity great for what’s going on / not so good for getting things done $ - you have to be able to afford it solos solos starbucks lawyer work remotely from any device, work from your ipad remote workers main office, but not everyone goes in all the time [alternative: set up a VPN (virtual private network) back to your office]
- [I think it works the best of the currently available cloud solutions most bang for the buck easiest for most offices to implement
- very secure SSL encrypted transmission data is stored in encrypted with AES 256 data is stored using Amazon S3 redundantly stored in multiple physical locations AWS data centers are housed in nondescript facilities, and critical facilities have extensive setback and military grade perimeter control berms as well as other natural boundary protection. Physical access is strictly controlled both at the perimeter and at building ingress points by professional security staff utilizing video surveillance, state of the art intrusion detection systems, and other electronic means. Authorized staff must pass two-factor authentication no fewer than three times to access data center floors. All visitors and contractors are required to present identification and are signed in and continually escorted by authorized staff.
- Permission controls “Keep content secure and maintain effective user controls. Select what folders individuals and user groups can access. Designate access permissions, including editing, viewing, previewing and uploading. Decide what permissions users can grant on shared files and folders.” Reporting “Run reports on logins, downloads, edits and uploads for a specified date range. Find and sort usage reports based on logins, download and upload frequency and user group.” Branding Customize the interface and add your logo
- very secure SSL encrypted transmission data is stored in encrypted with AES 256 data is stored using Amazon S3 redundantly stored in multiple physical locations AWS data centers are housed in nondescript facilities, and critical facilities have extensive setback and military grade perimeter control berms as well as other natural boundary protection. Physical access is strictly controlled both at the perimeter and at building ingress points by professional security staff utilizing video surveillance, state of the art intrusion detection systems, and other electronic means. Authorized staff must pass two-factor authentication no fewer than three times to access data center floors. All visitors and contractors are required to present identification and are signed in and continually escorted by authorized staff.
- Permission controls “Keep content secure and maintain effective user controls. Select what folders individuals and user groups can access. Designate access permissions, including editing, viewing, previewing and uploading. Decide what permissions users can grant on shared files and folders.” Reporting “Run reports on logins, downloads, edits and uploads for a specified date range. Find and sort usage reports based on logins, download and upload frequency and user group.” Branding Customize the interface and add your logo
- Permission controls “Keep content secure and maintain effective user controls. Select what folders individuals and user groups can access. Designate access permissions, including editing, viewing, previewing and uploading. Decide what permissions users can grant on shared files and folders.” Reporting “Run reports on logins, downloads, edits and uploads for a specified date range. Find and sort usage reports based on logins, download and upload frequency and user group.” Branding Customize the interface and add your logo