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 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

Introduction to a Virtual Law Office

A Virtual Office is a method of using the latest web technologies and software solutions to deliver services to the public over the Internet. A Virtual Office provides a solution for both the professional and the consumer because of its convenience and affordability.

What is a Virtual Law Office? 

Virtual Law Office is an On-line Practice & Case Management Software Application with an integrated Client Portal. The application provides an attorney/paralegal access to the Back Office software used to run daily business operations, maintains control over the Client Portal, and allows a firm’s clients to use certain parts of the application via the secure Client Portal. It is used by attorneys/paralegals and their clients to discuss matters within a secure on-line environment, download/upload/share documents and information, and handle other business transactions related to the delivery of the legal services. Digitally secure environment with the end-to-end encryption enables an attorney/paralegal to effectively collaborate with their clients. 

These do not apply to and are not considered a Virtual Law Office:

- Company Websites and E-mail Communications. 

These types of applications are not to be confused with the attorney’s/paralegal’s company websites that have integrated e-mail forms for informal “Inquiries” or “Contact Us” pages. A mere communication by the use of an e-mail program cannot and should not be considered a “Virtual Law Office” – an e-mail is usually not encrypted and, therefore, is not a secure method of delivering personal and highly sensitive data.

- Rented Physical Office Space

Rented physical office space with a receptionist service shared with other attorneys/paralegals/professionals – an office space for the purpose of meeting with clients – is not a Virtual Law Office because the arrangements usually do not include technology to operate or provide an On-line Practice & Case Management Software Application which allows them to work with clients on the web.

- Non-Internet Technologies

Use of the VPNs, extranets, or other popular applications that enable attorneys/paralegals to access their office computers remotely is not a Virtual Law Office. Neither the firm’s clients nor attorneys/paralegals themselves are able to access an On-line Practice & Case Management Software Application to work and collaborate with clients on the web. The provided services are not being delivered via the Virtual Law Office which uses the technology to establish the attorney/client relationship. Virtual Law Office is a law practice that is bound by the jurisdiction of the state bar in which an attorney using the On-line Practice & Case Management Software Application is licensed to practice law. 

These differences influence and affect the ethics and security issues related to the operation of the Virtual Law Office and the technology used to deliver it to the end users. Using and offering the Virtual Law Office services demands and requires, from an attorney/paralegal, a greater standard of care and attention to comply with the rules of professional responsibility and security which may not always apply to the process of running a business in the traditional brick-and-mortar way. 

The On-line Practice & Case Management Software Application with an integrated Client Portal are the primary features of the Virtual Law Office that deliver legal services over the Internet. Both must be accessible via secure username/password integrated software applications. However, the interfaces and layouts for each of these applications might be completely different. This secure portal, specifically designed for the company’s clients, is one of the key points that comprises a Virtual Law Office and is different from any other web-based companies that offer various types of services. 

Another use of the portal is to grant the user access to the opposing attorney. It will create a unique collaboration between two parties allowing secure communication and documents transfer within the Virtual Law Office environment.

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