Cloud computing for small law firms: background information, what is "Cloud", the benefits of Cloud computing and the risks of Cloud computing. Also includes 14 Best Practices to help small law firms find, vet, choose and implement Cloud solutions for their firm.

1. Worry Free IT
The Cloud
Background & Best Practices
for
Small Law Firms
March 29, 2014

2. 3 Points:
1. Small means 5 to 55 attorneys
2. Network 1 has been providing IT
support to small law firms since 1998
3. Presentation adapted from a session
Network 1 delivered to the Atlanta
ALA chapter’s Small Firm Section in
2013 entitled “The Cloud: Enjoy the
Cool Breeze and Avoid the Storms”.
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3. 3
The Cloud: What is it?
What is “The Cloud”? Here’s a
good, working description:
• “Cloud Computing” is a server(s) on
the Internet that provides
infrastructure or applications.
• The equipment is owned by the
Service Provider.
• Generally a “pay-as-you-go” model is
used based on the number of users.
• Can access the Cloud from
anywhere: office, home, remote.
Infrastructure
Applications

4. 4
Cloud Infrastructure
Infrastructure is the IT equipment you
used to need / have on-site at the firm.
Here is a list of examples followed by
some Cloud providers:
Infrastructure
• Servers (Rackspace, Amazon Web
Services, Peak 10, Network 1)
• Phones (RingCentral, Vocalocity,
Windstream, Earthlink)
• Storage (Dropbox, iCloud, SkyDrive,
Barracuda, eFolders, Peak 10)
• Virtual Desktops (Citrix, VMware
HorizonView, Hyper-V). These solutions
are cloud-based when they run on a
Server service provider’s infrastructure.
Internet
Client
Service Provider
Data Center

5. 5
What Are They Called?
Solutions are generally referred to in
one of three ways:
Infrastructure
• Infrastructure-as-a-Service (IaaS)
• Cloud-based (fill in the blank)
• Cloud-(fill in the blank)
Internet
Client
Service Provider
Data Center

6. 6
Cloud Applications
• Hosted Email
(AppRiver, Intermedia, Microsoft 365, Google
mail)
• Spam Filtering (AppRiver, Postini, GFI)
• Legal Research (LexisNexis, Westlaw)
• File Sharing (ShareFile, Accellion, YouSendIt)
• Fax Services (eFax, RingCentral, GFI, Biscom)
• CRM (Salesforce.com, SugarCRM, SalesLogix)
• Desktop Apps (Office 365, Google Apps)
• Small Law Firm Apps: See next page
Applications
Internet
Client
Software Vendor
Data Center
There are a wider variety of Cloud-
based applications compared to
infrastructure. Here is a list of examples
followed by some Cloud providers:

7. 7
Small Firm Applications
• Orion (Orion Law Cloud Services)
• Rippe & Kingston (LMS Cloud)
• Amicus Attorney (Cloud Edition)
• Worldox (GX3 Cloud)
• NetDocuments
• QuickBooks (QuickBooks Online)
Applications
Internet
Client
Software Vendor
Data Center
Most small law firm applications have a
Cloud strategy, if not a Cloud offering,
at this point in time. Below is a list of
small law firm applications that have
Cloud options (these are sometimes
called Software-as-a-Service or SaaS).
This is an area of active development
so contact the software vendor directly
for an up-to-date status.

8. 8
Cloud Infrastructure + Applications
Applications
Internet
Client
Hosting Vendor
Data Center
With virtualization, the cost of
infrastructure has decreased. This has
enabled companies like Network 1 to
offer solutions. Want to get into the
Cloud and keep your non-cloud
applications? No problem: consider a
company that has invested in the
infrastructure and also understands law
firm applications like
Tabs, PracticeMaster, Timeslips, Time
Matters, ProLaw, Concordance, Landte
ch, etc.
Cloud Infrastructure, combined with
the applications and IT support you
want, may provide a total Cloud
solution that works for your firm.
Infrastructure

9. 9
Cautionary Tales
• Amazon Web Services: has had several
widely-publicized outages.
• Google (lack of) privacy: Google’s
privacy agreement gives it the right to
look at your email… and it does.
• Dropbox security breaches: service
started with a clear focus on the
consumer market and has tried to evolve
into a business-class service. Has been
hacked on several occasions.
• Megaupload raid/shut down: service
was raided and shutdown, immediately,
by the FBI.
Here are some better-known cautionary
tales from the Cloud:

10. 10
The Wild West
Cloud computing reminds us of the Wild
West: great opportunities salted with
bad guys and danger lurking at every
turn.
There are strong benefits – if you make
the right choices – and big risks – if you
make the wrong choices.

11. 11
Cloud Benefits
• Latest software version.
• Better security for IT infrastructure.
• Environment hardened to resist disasters.
• As competition grows, prices will drop.
• Numerous choices.
• Same user experience, no matter where
the Cloud is accessed:
office, home, remote.
• Flexibility to add / subtract quickly &
easily.
• Subscription model means no upfront
capital outlays.
The benefits your firm gains from the
Cloud depend on your specific situation.
However, here are some common
benefits: J

12. 12
Cloud Risks
• Security (this was also on the “Benefits”
list; highly dependent on the service
provider).
• Fewer application features (can be a
“gotcha” for some software; QuickBooks
Online is a good example of this).
• Viability of Service Provider.
• Possible high transition costs.
• Uneven performance .
• Uneven support.
• Bad guys abound in the Wild West: some
are malicious while others are inept.
Here are some things to look out for
when you’re doing your due diligence:
L

13. 13
Cloud Best Practices
• Who are their competitors?
• What are their stated service levels? Do they
consistently meet or exceed them?.
• How do they back up your data? What’s the
frequency and location(s), media used and length of
retention? Are test restores done on a regular basis?
• How do you get your data if you fire them? How
much will it cost?
• How will you get your data if they go out of business?
• How good is their support when you need help?
• Who are their clients? Call several of them (at least
three) and ask tough questions (like the ones above).
Best
Practices
Check out the Cloud Company / Offering

14. 14
Cloud Best Practices - continued
• Separate Internet & telephone circuits.
• For hosted phone, buy bandwidth and
hosted phone from same provider.
• Get a high-speed connection to the
Internet; fail-over to slower circuit if it
goes down. Fail-over is especially
important if you have a cable
connection (i.e., Cox, Charter, Comcast,
Time Warner).
• If you use Infrastructure-as-a-Service, do
not use a high-speed cable connection.
Get a high-speed connection from a
traditional telecom provider (i.e.,
Windstream, Earthlink, Cbeyond, AT&T)
that provides a Service Level Agreement
(SLA).
Best
Practices
Connectivity / Bandwidth

15. 15
Cloud Best Practices - continued
• Make sure your office environment is
secure with a business-class physical
firewall.
• Have complex passwords set and a
policy to change passwords.
• If you have a wireless network, make sure
it’s business-class, secure with WPA2
protocol, and set up properly – with
internal network separate from guest
internet access.
Best
Practices
Office Infrastructure & Policies

16. Worry Free IT
Tony Rushin
trushin@network1consulting.com
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