Can you make ‘the cloud’ work for your solo practice or small firm?

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There are a number of ways cloud computing can benefit a solo or a small firm legal practice.

The biggest advantage, said Jack Newton, president of Clio, a Web-based practice management system based in Vancouver, Canada, is that “cloud computing allows lawyers to focus on being a lawyer rather than being an IT person.”

Cloud computing-based alternatives exist for almost every traditional desktop service, Newton said, and can eliminate the cost, headaches and time investment associated with traditional desktop software.

He cited a recent study which found that cloud computing is one-half to two-thirds less expensive than traditional desktop solutions over a three-year timespan.

“Especially in a tight economy, the cost savings of cloud computing can be significant – particularly for solos and small firms,” Newton said.

Nicole Black, a Rochester, N.Y. lawyer and legal technology consultant and author of the recent book “Cloud Computing for Lawyers,” emphasized the mobility cloud computing makes possible, because it “gives lawyers the flexibility to manage their practice from any location without having to be at the office.”

Black, who recently became the vice president of business development and community relations at cloud provider MyCase, said that lawyers using the cloud also benefit from constant updating, instead of having to wait each year for a CD with updates for a desktop software system.

Here are some tips for lawyers considering making the cloud-computing leap:

• Check the rules.

Twelve states and the American Bar Association have issued ethics opinions addressing cloud computing, Newton said.

“The common thread [of the opinions] is that lawyers need to undertake an appropriate level of due diligence in selecting a cloud computing provider and assuring a reasonable expectation of privacy and security for client data,” he said.

Lawyers should be sure to check state rules, which may contain specific requirements such as obtaining explicit client consent to manage data in the cloud.

• Do your homework.

The various cloud computing platforms “all have a very different feel,” so attorneys should test out a few before choosing their provider, Black advised, and ask lawyer friends for recommendations.

Once they make a selection, lawyers need to conduct some background research on the provider to ensure that they are meeting all ethical requirements.

“Carefully review the terms of service and the privacy policy to ensure that you own your data,” Newton said.

Black advised asking what happens to data if the lawyer terminates his or her contract, the company files for bankruptcy or the lawyer has a billing dispute with the provider.

• Security.

When scouting for providers, inquire about security and backup services. Some servers back up every two hours; others do so as frequently as every 15 minutes. The provider should offer “geo-redundancy” for server backup, Black said, with cloud storage backed up on two different coasts or in multiple geographic regions.

Lawyers should also make sure they ask what type of facility houses the server data and where it is located, what the relationship is between the provider and the facility, what the security is at the facility and who has access to the servers, said Black.