Using the cloud in your practice can provide a plethora of
benefits, including increased mobility, productivity and even
security. Once you've made the decision to move your practice to
the cloud, you should approach the move through a series of
preparatory steps. Whether you've only recently started your
practice or have a long-standing shop, preparation is an essential
component in moving your practice to the cloud in a seamless
manner. If you are just starting out, you have the luxury of
adopting cloud-based systems straight away without having to worry
about transitioning years of data and changing the way your firm
does business. Consider the following steps to help accomplish a
successful transition to the cloud.
Take an Inventory of Your Current Systems
First, take an inventory of your current systems (i.e., file
storage, matter management, financial management, administration)
to determine your firm's needs. If you are a new firm, this
information should come from your business plan or be written into
your business plan. If you are an existing firm, you'll need to
compile this data.
Conduct Research and Due Diligence
Next, it's time to search for cloud platforms that can
accommodate your firm's needs. To maximize your firm's efficiency,
your goal should be to find cloud-based products that will service
multiple needs or integrate well with other services to streamline
your workflow and make it easier to collaborate. For example,
cloud-based law practice management programs now include time and
billing features as well as matter management, tasks and
calendaring. Some even include accounting/financial management
features or integrate with financial management programs. You'll
also need to conduct due diligence to ensure that the cloud
provider(s) meets your ethical and legal obligations.
Determine What, When and How Data will Move to the
Cloud
What:
In determining what and how much data to transfer to the cloud,
there are a few options:
All Files: This is a good option if you are starting from
scratch or already maintain most of your files in electronic
format.
Open Matters and Frequently Accessed Information: For firms that
have been in operation for a number of years and have accumulated a
plethora of records and information, it may be most efficient to
upload only open matters and frequently accessed information (i.e.,
contacts, notes, administrative files) to the cloud.
When New Matters Open and New Information is Obtained: This is
an ideal option for longstanding firms that don't wish to spend the
time transferring records back in time. Pick a date, and from that
date forward enter all new records and data into your cloud-based
system.
If you choose not to transfer all your data to a cloud system,
you'll want to maintain a legacy system and include it in your
processes -- for example, start with a conflict check in your
cloud-based system and also check your legacy system. Over time,
you'll phase out your legacy system.
When:
Set a timeline. Rather then attempting to do it all in one day,
take an incremental approach, which should include alerting staff
to upcoming changes.
Consider what makes the most sense for your practice. Is there a
traditional lull in client intake? Do you plan to close any major
cases in the upcoming months? When can your budget handle a
reduction in caseload (consider reserving funds for the transition
period)?
How:
If your records are already electronic, you are in good shape.
If not, you'll need to first convert your paper files to paperless
format (at least, for those files you plan to upload to the cloud)
and back up your data. Leverage an IT professional and/or support
from your cloud provider of choice to deal with technicalities and
troubleshooting.
Train Attorneys and Staff
Finally, training is essential to ensure a successful transition
to a cloud-based system. Everyone in your office should be trained
in how to upload, organize, access, use and secure information in
the system.
Heidi S. Alexander is a law practice management advisor
at Massachusetts Law Office Management Assistance Program. LOMAP
offers free and confidential law practice management consulting to
Massachusetts attorneys.