If you’re thinking about increasing your budget for new software and services at your law firm, you’re not alone. According to Gartner, legal technology spending is projected to increase threefold by 2025, rising from 3.9% of in-house budgets in 2020 to approximately 12%. Why are law firms investing so much in tech? Because customized productivity tools for the legal industry are saving firms time and money. As managed IT service providers (MSPs) develop more specialized IT support for law firms, the ability to govern and manage these tools has become easier than ever, too.
At Integris, we’ve built our business providing IT services for law firms, and employ most of these technologies for our clients every day. From AI-driven productivity suites, to file encryption systems, to advanced cloud-based backups, IT Support for law firms has never been better. If you’re wondering what some of the new advancements can do for your firm, read on. These general categories will cover some of the areas where information technology is changing the game for law firms.
IT Support for Law Firms: Best Tools and Processes
Finding the right suite of tools for your practice is job #1 in your IT planning process. Fortunately, there’s several key categories of information tech that work well for nearly any practice specialty. We don’t recommend you jump into any of these services blindly. Instead, we recommend starting with a thorough IT needs assessment from an MSP or your qualified internal IT department. No matter what the size of your firm, you’ll find helpful tools that are scalable and affordable for your practice. We’ve mentioned some of the more popular choices below—but please don’t take these as qualified endorsement. You’ll need a thorough review to determine which tools are best for your system compatibility, budget, security profile, and practice type. Let’s get into it.
Case Management Systems
Case management systems are specialized software solutions designed to help law firms manage their cases and client information more efficiently. These systems centralize all case-related data, including documents, emails, notes, and deadlines, into a single, accessible platform. This centralization allows legal professionals to streamline their workflows, improve collaboration, and ensure that no critical information is overlooked.
Benefits of Case Management Programs
Case management systems streamline the organization of case files, making it easy to retrieve and review documents, which reduces the time spent searching for information. They come with built-in calendaring and task management features that help track important deadlines and court dates, with automated reminders and alerts to ensure nothing falls through the cracks. These systems also efficiently manage client information, including contact details, case history, and billing information, helping maintain strong client relationships and ensuring all interactions are well-documented. With everything in one place and updated in real time, no one on your team will be out of the loop on what’s happening with your cases.
Examples
- Clio: A widely used case management system known for its user-friendly interface and comprehensive features, including time tracking, billing, and document management.
- MyCase: Offers robust case management features along with integrated client communication tools, making it easier to keep clients informed and engaged.
- PracticePanther: Known for its intuitive design and powerful automation features, PracticePanther helps law firms manage their cases, contacts, and billing efficiently.
E-Discovery Tools
E-discovery, or electronic discovery, refers to the process of identifying, collecting, and producing electronically stored information (ESI) for legal cases. If you’ve been practicing for long, chances are good you’re well acquainted with the E-discovery tools, and how they can help law firms manage enormous amounts of digital data efficiently and accurately.
Benefits of E-Discovery Software
E-discovery tools significantly reduce the time and cost associated with manual document review by automating the search, analysis, and categorization of electronic documents. These tools can quickly sift through large volumes of data to identify and retrieve relevant information, ensuring that no critical evidence is overlooked. Using advanced algorithms and machine learning, this software can detecte patterns and anomalies human reviews sometimes miss. Teams using e-discovery get the benefit of seamless collaboration, with everything they need on a centralized platform for sharing and reviewing documents.
Examples
- Relativity: A comprehensive e-discovery platform known for its powerful search capabilities and customizable workflows, making it suitable for complex litigation.
- Logikcull: An intuitive, cloud-based e-discovery tool that simplifies the process of data collection, review, and production, making it accessible for firms of all sizes.
- Everlaw: A user-friendly e-discovery platform that combines advanced analytics with collaborative features, helping legal teams work more efficiently.
Cloud Storage and Cloud Backup
Cloud storage solutions allow law firms to manage their data on remote servers accessed via the internet. For law firms storing their data in on-site servers. cloud services can be used as an offsite backup. Firms without internal servers can use cloud storage through a service like Microsoft and your document management systems, then create a secondary backup using an additional cloud service. Cloud storage solutions provide a secure, scalable, and cost-effective way to handle large volumes of data, ensuring that information is always accessible when needed.
Benefits of Cloud Storage
Cloud storage ensures that legal documents and case files are securely stored and easily accessible from anywhere, at any time. This flexibility is particularly beneficial for law firms with remote or mobile workforces. Cloud solutions also offer robust security features, including encryption and multi-factor authentication, to protect sensitive client information. Additionally, cloud storage is scalable, allowing firms to adjust their storage needs as they grow without significant upfront investment. Regular backups and disaster recovery options provided by cloud services further ensure data integrity and availability.
How to Find the Right Cloud Storage Solution
We recommend that you consult with a qualified cybersecurity professional, such as a vCISO to evaluate your cloud storage options. Commercially available services, like Google Drive, for instance, aren’t always secure and can put the integrity of your files and processes at risk. You’ll also want to evaluate your storage needs, as this will dramatically effect the price for these services. Before you sign up for a cloud storage solution, you’ll need to answer these questions:
- How quickiy would I need to access my files and systems in the event of a disaster or outage? In other words, how long could I go before the lack of access would create an unacceptable risk to my firm? This will be your recovery time objective (RTO).
- How much data could I afford to lose before that data loss becomes an unacceptable risk? This will be your recovery point objective (RTO).
Learn More: Cloud Storage and Backup
Encrypted Communication Channels
Secure communication channels are essential for law firms to protect sensitive client information and ensure compliance with legal regulations. These tools provide encrypted communication methods, safeguarding data from unauthorized access and cyber threats.
Benefits of encrypted documents and communication channels
Secure communication tools help maintain client confidentiality by encrypting messages and data transfers, ensuring that only authorized parties can access the information. They also support compliance with legal and regulatory requirements, such as GDPR and HIPAA, by providing robust security features. Additionally, these tools facilitate efficient communication and collaboration within legal teams, allowing for real-time updates and discussions while maintaining high security standards.
Examples of Encrypted Communication Channels
- Microsoft Teams: Offers secure messaging, video conferencing, and file sharing with enterprise-grade security features, making it ideal for legal teams.
- Slack: Provides encrypted messaging and collaboration tools, with options for secure file sharing and integration with other legal software.
- Encrypted Email Services: Tools like ProtonMail and Hushmail offer end-to-end encryption for email communications, ensuring that sensitive information remains confidential.
Again, it’s important to know the details of the type and quantity of information you’re transmitting, the size of your remote teams, and more, before you make a decision on your storage and encryption options. Always consult an IT provider with a solid knowledge of the data security expectations of the American Bar Association before you proceed. For a good starter on this topic, check out this article from the Bar Association.
Best Practices for Implementing IT Support for Law Firms
It’s not enough to purchase a few licenses and subscriptions, and call it a day. Your tools will only be as good as the governance around them. We recommend finding the right IT help, so your tools will perform optimally. You’ll want IT support for law firms that includes:
Training and Support—Ongoing training and support are crucial for ensuring that staff can effectively use IT tools. Regular training sessions help employees stay updated on the latest features and best practices, while a dedicated IT support team can address any technical issues promptly, minimizing downtime and disruptions.
Regular Updates and Maintenance—To ensure that IT tools function optimally, it’s important to perform regular updates and maintenance. This includes updating software to the latest versions, applying security patches, and conducting routine system checks. Regular maintenance helps prevent potential issues and keeps the technology running smoothly.
Data Security—Implementing robust data security measures is essential to protect sensitive information. This includes using encryption, conducting regular backups, and setting up access controls to ensure that only authorized personnel can access certain data. Additionally, law firms should have a comprehensive data security policy in place and conduct regular audits to identify and address vulnerabilities.
IT Support for Law Firms: The Right Partner Can Help You Find the Right Tools
By investing in these technologies, law firms can level up their efficiency and client service. The adoption of IT support tools enables law firms to handle larger caseloads, respond more quickly to client needs, and maintain a competitive edge in the legal market.
If you’re looking for an IT partner that can scale to your needs and budget, Integris can help. We have experts on staff to help you assess, evaluate, purchase and manage your cloud productivity tools. We’d love to sit down with you for a free consultation. Here’s where to sign up.
Encourage your firm to embrace these technological advancements and consider partnering with a reliable IT support provider to ensure seamless implementation and ongoing support. The future of legal practice is digital, and staying ahead of the curve will position your firm for long-term success.
