But there’s more to the cloud than just web apps. Today many small and midsized law firms are turning to a private cloud to move their software, documents, and email to the cloud and to eliminate the need for on-premise servers. How does a private cloud differ from other cloud services? What does a private cloud do? Should your firm move to a private cloud? In this post, we’ll explore using a private cloud for law firms.
Server-based Software for Law Firms
To understand the purpose of a private cloud for law firms, first we must remember that not too long ago, there was no such thing as web-based software. Even today, many of the leading software packages used by law firms are server-based, meaning they must be installed and run on a server (traditionally, a server in the law firm’s office). A private cloud is a server — much like the server your firm may have it its copy room — but a server provided, managed and supported by a cloud service provider (CSP).
Web-based applications like the ones mentioned above are cloud-based, which makes them inherently mobile, accessible and don’t require a server onsite. However, today’s law firms — especially law firms that are largest than just a few people — need robust technology and they are often already committed to existing legal practice management, billing, or accounting software. Law firms also have a heightened need for security, compliance, and reliability. For these firms, a private cloud is the perfect fit.
A private cloud for law firms is a server that will host server-based software in the cloud, which the end users — your firm’s employees — access from anywhere via a virtual desktop.
What is a Virtual Desktop?
Sometimes called desktop-as-a-service (DaaS), a cloud service provider replaces your law firm’s server and IT platform with a hosted and managed virtual desktop. You and your staff utilize the virtual desktop to access your applications and documents.
From an end-user’s perspective, a user can login from any device (a PC, a Mac, an iPad, and so forth). Within the virtual desktop, she will find Microsoft Word, Excel, Outlook email, your firm’s practice management, and billing software. And since all of these applications, along with the user’s documents and email, are hosted by a cloud service provider, she can connect from any device, anywhere in the world.
Aside from the benefit of working from anywhere, the real benefit of a virtual desktop and a private cloud: the service provider administers all system maintenance and software updates. You, the law firm, can focus on what you do best, and leave IT to the service provider.
To see what working in a virtual desktop looks like, watch our demonstration video:
What Software Can You Run in a Private Cloud for Law Firms?
A private cloud can host virtually any Windows-based software. This is especially useful to law firms who run Microsoft Office, Adobe Acrobat, WordPerfect, and a myriad of practice management, calendaring, billing, accounting, and document management applications. Software that is commonly hosted in a private cloud for law firms includes:
For more information on the most popular hosted legal software, take a look at our comparison chart:
Private Cloud vs. Virtual Desktop – What’s the Difference?
What’s the difference between a private cloud and a virtual desktop or desktop-as-a-service (DaaS) system? Are these terms used interchangeably?
A private cloud for law firms is a complete platform that hosts all of a law firm’s technology: its applications, documents, and email. Sometimes the terms virtual desktop and private cloud are used to describe the same solution. Technically speaking, the private cloud is the back-end, or platform of a virtual desktop — the virtual servers and infrastructure, or engine, end-users interface with via a virtual desktop.
The result: a private cloud/virtual desktop solution, in effect, takes “non-cloud” applications (such as PCLaw, Time Matters, ProLaw, QuickBooks, etc.) and “cloud-ifys” them.
Should My Law Firm Use a Private Cloud?
Now that you understand what a private cloud is and its purpose — should your firm implement a private cloud? Ask yourself:
- Am I committed to a traditional practice management application?
- Do I have a combination of devices including Windows PCs and Apple devices?
- Do I need access to all of my practice (software, documents, and email) from anywhere?
- Am I tired of managing servers and IT?
If you answered “yes” to one or more of these questions, the answer to whether your firm should move to a private cloud is: Probably.
How do I Find the Right Private Cloud Provider?
Today, there are many providers offering private cloud solutions. Most serve any industry and host any application — offering limited know-how of legal-specific applications. Seek out a cloud service provider that knows and supports your firm’s practice management software, and understands the workflow and the culture of law firms.
To aid you in your search, check our Due Diligence Checklist:
Or give us a call, and we’ll talk about your firm’s legal software and cloud needs.
Dennis Dimka is the CEO and founder of Uptime Legal Systems, North America’s leading provider of technology, cloud and marketing services to law firms. Dennis is the author of Law Practice as a Service: How and Why to Move Your Law Firm to the Cloud, and was an Ernst & Young Entrepreneur of the Year finalist in 2016. Follow Dennis on LinkedIn.