The legal sector has been forever changed by the advent and rapid expansion of electronically stored information, while data management demands have become far more complex as a result. Although this can be a weighty topic for the average law firm decision-maker, there are plenty of solutions available today that can bolster the effectiveness of information governance on a mass scale, especially in terms of digital filing systems.
Cloud computing remains as one of the best sets of technologies to modernize IT frameworks, keep costs down and remain compliant with all of the relevant regulations in the legal sector, as well as other industries such as health care and financial services. With the right set of tools, partnership with a proven cloud services vendor and well-informed decision-making in the strategic planning process, law firms do not have to fear falling out of compliance as a result of digital information.
Oversight is a critical aspect of information governance, which can be highly challenging to maintain in the modern marketplace, as data sprawl, leakage and exposure remain as some of the more common issues faced by all organizations today. Instead of allowing new technology to become a burden on IT departments, general managers and end users themselves, executives should consider using these tools to strengthen compliance and productivity:
- VPNs: Virtual Private Networks are becoming common tools in the legal sector, especially as firms begin working with clients and hosting operations in a variety of locations. With VPNs, firms can rest assured that staff will have access to all company access from any location, so long as they have the proper credentials and authorization, as well as fast upload speeds and secure connections between multiple offices. This will also help ensure compliant management of data.
- Mobile VoIP: Compliance with communications regulations in the legal industry transcend simple data and file management. Voice communications also need to be managed and overseen properly. With mobile VoIP tools, employees will enjoy a consistent experience regardless of where they are working, while on-site management will be able to maintain monitoring capabilities.
- Data backup: Cloud-based data backup can be used for a variety of purposes, but the most important aspect would likely be continuity and recovery capabilities. If information is temporarily inaccessible or completely lost due to a disaster, contractual agreements with clients and chain of custody can be hindered, spelling major issues for the firm. Data backup tools can be used to avoid this issue.
- Secure file share: File sharing tools are exceptionally useful for on-the-go attorneys and other law firm staff members. With these cloud-based solutions, secure uploading and sharing of important information will be extremely easy and always possible, regardless of where each user might be working.
- Cloud-based EMM: Enterprise mobility management solutions, including mobile device management and mobile application management tools, are recommended to maintain oversight of BYOD and COPE device activity. By using a cloud-based iteration of these tools, IT departments will be able to keep management centralized, maximizing the efficiency of compliance activities.