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

Benefits and Advantages of Operating a Virtual Law Office

In our previous article, we talked about a Virtual Law Office - an On-line Practice & Case Management Software Application with an integrated Client Portal. A Virtual Law Office is designed for various purposes, and primarily to provide an attorney/paralegal access to the Back Office software used to run their daily business operations, maintain control over the Client Portal, and allow a firm’s clients to use certain parts of the application via the secure Client Portal. Other important uses of a Virtual Law Office are to enable both attorneys/paralegals and their clients to effectively collaborate, discuss matters within a secure, on-line, end-to-end encrypted environment, download/upload/share documents and information, and handle other business transactions related to the delivery of the legal services.

The benefits of operating a Virtual Law Office, an On-line Practice & Case Management Software Application, are both its convenience and affordability. It also helps with creating a better balance between practice, work, and personal life.

Another important aspect that positively affects both attorneys/paralegals and their clients is that there is little to no need to travel to the office and meet in person to discuss “non-emergency” matters. Maintaining a “paperless” approach to handling business transactions also has low to zero effect on the environment.

A Virtual Law Office enables attorneys/paralegals to expand their client base beyond their local area which gives them a competitive edge and an ability to tap into a broader market of potential clients that are looking for legal services. It complements the existing practice and helps streamline daily operations – all incoming and outgoing communications, as well as court fillings, discovery and other documents that are related to a specific client, are always accessible by that client whenever he/she needs to access it. Clients can securely communicate with attorneys/paralegals via a Client Portal with no fear that those messages might be compromised or viewed by someone else. A Virtual Law Office lets attorneys/paralegals, if there is no emergency, communicate daily between each other securely and stress-free without a single phone call. A Virtual Law Office allows attorneys/paralegals to use cost-effective methods of communicating with their clients, sharing documents, reviewing them on-line, approving them, handling invoices and payments for legal services via the Internet, keeping clients informed about the case status, hearings, deadlines, case associated tasks, etc., which give clients an ability to check on their cases at any time.

Using a Virtual Law Office could be very beneficial to a specific category of attorneys, such as contract attorneys or immigration attorneys. Also, attorneys that offer limited legal services by assisting their clients with specific limited legal work, such as drafting a legal document, can use an On-line Practice & Case Management Software Application with an integrated Client Portal.

One of the biggest advantages of a Virtual Law Office is that it can be used for collaboration with other attorneys statewide, nationwide, and even internationally to deliver legal services to clients on-line within multiple jurisdictions - provided, of course, that the necessary care and attention to comply with the rules of professional responsibility along with security demands and requirements are fully met.

By using a Virtual Law Office attorneys/paralegals can provide services to individuals in remote areas that have no access to traditional law offices, and those who simply don’t have access to the services because it is too expensive for them. Attorneys/paralegals, who use a Virtual Law Office, an On-line Practice & Case Management Software Application with an integrated Client Portal, meet clients’ needs faster and at a fraction of the cost.

For more information on the features and functions of the On-line Practice & Case Management Software Application 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

About  the On-line Practice & Case Management Software Applications

An On-line Practice & Case Management Application represents a wide variety of software tools that provide attorneys, paralegals, and other industry professionals with a convenient method of effectively managing their day-to-day operations.

An application usually includes features and functions that help manage client information, matters (both litigation and non-litigation), events, calendaring, tasking, deadlines, docketing and documents, details on the opposing party and their legal representation, and other specifics.

The core of the application is the CRM - Customer Relations Management software. The CRM allows a salesforce-type automation of the law practice eliminating the necessity to enter the same information more than once within the application – once a parent record is created everything else gets linked to it.

Applications are usually multi-user accessible. This means they allow information sharing with other attorneys and firm’s personnel. Nowadays, most of the On-line Practice & Case Management Applications are also mobile device-compatible - users can have easy access to client and matter information, calendar, tasks and schedules and other records anywhere and at any time needed.

On-line Practice & Case Management Applications usually vary in features, types of clients, and the area of law that a firm specializes in. For example, depending on the firm size, which ranges from solo practitioners to large law firms, some of the features might not be suitable for larger firms. However, some of the features might very well fit and serve effectively for a solo practitioner or small firm. Some of the application’s features might not work for an attorney that specializes in the bankruptcy law, but they will be a perfect fit for an immigration or personal injury attorney.

When time comes to select an On-line Practice & Case Management application:

-       Define what your practice management needs first;

-       Determine the features and functions that you and your personnel use daily;

-       Select an application that fits into your budget - pricing is crucial when it comes to On-line Practice & Case Management applications;

-       Make sure that the application provider allows you to have sufficient free trial time for you and your firm’s personnel to try the software and decide on its merits;

-       Select an application that will help enhance your practice effectively and provide you with the ability to collaborate and share matter information and documents with your firm’s clients seamlessly via an independent and secure client portal.

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