What Do You Need to Know About a Virtual Law Office in the “Cloud”

Recently, we received a message, or rather an inquiry, from one of the Attorney’s Back Office application’s immigration paralegal professional users and Google + circle members. We would like to share it with you since it is related to the topic that we are discussing today.

“Dear +Attorney’s Back Office. In your recent articles you've shared information about the on-line software applications and virtual law office that operate in the "cloud", and your software program, Attorney’s Back Office, as example for those. I've heard the term "cloud" before since it’s hard to get away from it these days. Trouble is, most of the information out there is written for IT pros who eat, sleep and breathe this stuff. We, legal professionals, are not familiar with it and the terminology that they use for it. Could you please explain what does the term "cloud" mean in a no-nonsense, plain-English? Thank you, Jessica”

So, what's the cloud, where is the cloud, what does it mean? Why it is called cloud and not something else? These are all questions that you, just like Jessica, have probably heard or even oftentimes asked yourself.

The simplest explanation for the term “cloud” or "cloud computing" is as follows: “cloud” or "cloud computing" means computing that involves a large number of computers connected through a communication network such as the Internet. It also means storing and accessing data and programs over the Internet instead of your computer's hard drive. When you store data on or run programs from your PC's hard drive or local network, that's called local storage and computing, and, of course, storing your data on a home or office PC or network does not count as utilizing the cloud. With "cloud computing," you need to access your data or your programs over the Internet, hence, with an online connection, cloud computing can be done basically anywhere, anytime.

So, what do you need to know about the Cloud? One important, irrefutable fact: cloud software is accessed over the Internet. Really, that's all you need to know about it. The cloud software application is accessed over the Internet, using different types of browsers like Internet Explorer, Chrome, Firefox, Opera, etc., or via mobile devices that are connected to the Internet. A good “cloud” software application must be also compatible to be accessed by different devices with different operating systems as well, such as PCs, Macs, Android, Linux, etc.

When using the virtual law office in a cloud, like the Attorney’s Back Office’s on-line practice & case management software application with an integrated bilingual client portal, we strongly suggest that you consider opinions, rules, recommendations and regulations issued by your state’s Bar Associations regarding precautions geared toward client confidentiality and privacy rules. State bar associations point out that attorneys and other law professionals, when using a virtual law office in a cloud similar to the Attorney’s Back Office’s on-line practice & case management software application with an integrated bilingual client portal, should perform their due diligence to understand if all their client data, whether it is related to internal communications, accounting and billing data, or just e-mail, is safe. Taking into considering that computer data and information theft are a hundred times more likely to be physically done by burglary, rather than via an on-line high-tech attack or data hijacking, the physical security of the computers and servers located in your office is your number one concern and worry when it comes to a data breach. Therefore, all data, with no exception whatsoever, whether it is confidential or not, communicated to, from, or within the cloud server, must be encrypted with at least 128-bit SSL encryption. Providers of a virtual law office in a cloud must keep the servers secure, the backups should be performed routinely, and you, as a customer, should be able to retrieve data if you need it because that data is yours. Another big advantage of using a virtual law office in a cloud, like the Attorney’s Back Office’s on-line practice & case management software application with an integrated bilingual client portal, is the ease of its maintenance. You, as a user, no longer need to think or consider software updates or server maintenance – with web-based software the application’s provider updates it and takes care of the servers. You no longer need a costly IT support or additional software installations on the staff’s client PCs or network servers.

For more information on the features and functions of the On-line Practice & Case Management Software Application visit our site @ www.attorneysbackoffice.com

How a Virtual Law Office Helps Law Firms

A virtual law office is an on-line practice & case management software application with an integrated client portal that uses the latest web technologies and software solutions to deliver services to the public over the Internet. A virtual law office provides an attorney/paralegal access to the back office software used to run daily business operations, handle other business transactions related to the delivery of the legal services, and effectively collaborate with the firm’s clients on the matters, exchange documents and information via a secure client portal within a digitally secure on-line environment with an end-to-end encryption.

As an effective solution for both legal professionals and consumers due of its convenience and affordability, a virtual law office can help law firms in the following:

1. Data Consolidation, Conformity and Accuracy

One of the most important goals that any law office must achieve is to have a centralized repository of records, such as clients and matters information, documents and opposition information, etc., so that everyone in the firm has access to the same records, especially if there is more than one individual working in the same office and on the same matter. When any record is updated, it gets updated everywhere, and everyone can see those updates. It helps to avoid risks for data-entry mistakes; it is in conformity with the accepted and used standards and formats, and it should be accurate based on the entries made by the individual that updates the records last. The Attorney’s Back Office virtual law office application, for example, does these tasks in a programmatic manner: it automatically tracks and displays the date, time, and name of the user that has made those changes last. The whole process of record creation, editing, and deletion is automated, which achieves the main goal – data is concentrated and consolidated in the central repository location, organized by specific modules, such as Client Accounts, Contacts or Matters, Documents, etc., and is accessible by everyone working in the office based on their access rights and privileges; it is accurate and conforms to the accepted standards.

2. Accurate Accounting and Billing

The main advantages of a computerized accounting system are generating fast and accurate invoices, purchase orders, printing statements and payroll documents. All is done on time and automatically, improves the cash flow, maintains better client relations, and contributes to less work lost or written off. In the Attorney’s Back Office application, the accounting records are automatically updated. With the integrated time control and billing modules, it eliminates the need to search through calendar appointments or notes to try to reconstruct time spent with a client. Firm’s clients receive accurate and timely invoices via the secure client portal. The data is also instantly available to the virtual law office’s different users in different locations at the same time. The software helps reduce the staff's time processing accounts and audit expenses making sure the records are up-to-date and accurate. The major advantages of having comprehensive accounting and billing integrated into the application are that they allow to effectively manage clients’ payments, are cost effective, and save money in the long run.

3. Efficient Time Tracking

Time tracking modules ease the process of tracking the firm’s staff work and time and greatly contribute to the improvement of the company’s business functions as a whole. In the Attorney’s Back Office, the module usually comes in conjunction with reporting, accounting and billing modules, or can operate as a stand-alone. In the ABO’s virtual law office, for example, the time control modules are capable of not only tracking time with a real-time clock, but also tracking time against clients, matters, services, tasks, and deadlines; it can add notes and due dates, generate reports and creates invoices, manage client and matter information, and perform other essential functions to the firm and practice.

With all records organized, accessible, and manageable in one easy-to-access place, there is less time spent filing, hiring, paying someone else to file, or trying to figure out where information is. There is no longer a need to spend time switching between programs, spreadsheets, e-mail applications, or moving data and information from one program to another. It leaves more time to concentrate on the core functions of the business, clients, and matters. Ultimately, the Attorney’s Back Office virtual law office application, on-line practice & case management software application with an integrated client portal, is all about streamlining how you do business, saving you time, money, and helping improve your business's efficiency.

For more information on the features and functions of the On-line Practice & Case Management Software Application visit our site @ www.attorneysbackoffice.com

How to Add a Virtual Law Office to a Traditional Law Practice

To add a Virtual Law Office, an On-line Practice & Case Management Software Application with an integrated Client Portal, to a traditional brick and mortar practice should not be a problem as long as the steps and suggestions below are followed during the process.

1. Select the available, on-the-market Virtual Law Office, an On-line Practice & Case Management Software Application with an integrated Client Portal, based on the application's functions, pricing, platforms, compatibility, accessibility, support, and any other feature(s) that will satisfy your requirements. Remember that there are no perfect off-the-shelf software solutions that will satisfy your requirements completely. Be flexible and willing to learn about how the program works to use it to its full extent. Work with the provider if you need help and, in some rare cases, to lightly customize the provided application. The said customizations might be the key elements that are missing in the solutions you currently use and might help improve your business workflows and successfully run your business.

2. Verify the State Bar Associations rules and regulations regarding your on-line business. Some State Bars have specific requirements regarding this type of business, especially if the intention is to expand your firm’s client base beyond your local area to tap into a broader market of potential clients that are looking for legal services. Collaborating with other attorneys statewide, nationwide, and even internationally to deliver legal services to clients on-line within multiple jurisdictions by using the same Virtual Law Office, an On-line Practice & Case Management Software Application, is one way of doing it, provided, of course, that the rules of professional responsibility along with security demands and requirements are fully met.

3. Contact malpractice insurance company to inform them about the decision to use the Virtual Law Office. Some carriers might quote lower rates – the use of the Virtual Law Office’s secure technology reduces malpractice risks.

4. Make changes to the corporate charter to include the Virtual Law Office, an On-line Practice & Case Management Software Application with an integrated Client Portal, to make it official and to reduce the potential liabilities related to its operation.

5. Make sure that the firm’s website that is used to promote the main brick and mortar business is connected with the Virtual Law Office. This can be achieved by creating a Contact Us or Inquiry page(s) which will collect and insert visitors’ information into the Leads module of the Virtual Law Office. Later, those Leads can be converted into Client Accounts.

6. To accept on-line payments, set up an account with electronic payment clearinghouse companies. DO NOT store credit card information or other financial data on the site to avoid liabilities for potential breaches and security issues. The Virtual Law Office provider might have solutions already in place. Work with the provider to learn how to set the account up.

7. Set up your own data backup processes and procedures in addition to a data escrow protection for the Virtual Law Office – data escrow is a backup process of the data with a completely independent third-party hosting company which is not related to the Virtual Law Office provider.

8. Start using the Virtual Law Office, and educate the firm’s staff and clients on how to use it

To learn more about the features and functions of the Virtual Law Office, an On-line Practice & Case Management Software Application with an integrated Client Portal, visit our site @ www.attorneysbackoffice.com