3½ Ways To Use Cloud Computing Services To Improve Operations
What do you know about cloud computing services? Outside of your IT department or IT staff— what is your level of knowledge regarding the cloud-computing experience? Most professionals would rather focus on providing great services than worry about the intricacies of data, hardware, networks, software and security. However, with cloud computing, the majority of the technological burden is placed outside of your organization and into the hands of your chosen service provider(s). Following are several benefits and risks for law firms to consider prior to making the move to the cloud.
1. Increased user flexibility
With cloud-based computing, software is not installed on in-house computers or servers, so access can be granted to your company’s software, systems and files regardless of your physical location. A web browser and Internet connection is typically all that is needed for users to access data and programs, and effectively “work from anywhere.”
2. Decreased capital expenditures
With typical in-house IT setups, computers, servers, software and hardware are typically purchased in large quantities, and each employee needs separate computers and separate software installations. With cloud computing services, multiple users can share the same resources, resulting in significantly lower costs and improved efficiency. Additionally, the service is provided and paid for on a per-service basis, resulting in lower upfront investment, licensing costs and recurring expenses.
3. Improved backup and security procedures
Cloud providers specialize in providing access to data as well as protecting the data being hosted. This includes state of the art backup systems and policies, contingency plans to abide by in the event of a problem, and trained staff to monitor and maintain these systems at all times. Cloud providers take data integrity seriously and invest considerable financial resources into backup, security and training to prevent disasters.
3b. Steps you can take to mitigate data security risks
Data security is an utmost concern for security-sensitve organizations such as law firms, since exposing confidential documents to unauthorized parties can be detrimental. Several ways to avoid or decrease the damages when a breach ensues are:
Password policies. Without experienced IT staff in place to enforce password policies, many employees use “simple” passwords. A strict password policy ensures passwords are difficult to “crack” and are changed frequently.
Data encryption. All data should be encrypted to protect confidential data in the event of a data breach occurring. Proper data encryption of all sensitive data ensures client privacy while preventing unauthorized access.
Prepare for a data breach before it occurs. Hire an experienced firm to test for damage that can result from hackers, viruses, software exploits and others. A security scan can determine system vulnerabilities and minimize or eliminate security weaknesses altogether.
Finding the right company to provide cloud computing provider takes diligence but is not difficult. Prepare to ask providers several questions, including which applications will remain compatible, the average response time for support problems, the cost per-employee and physical location of the data center. Choosing the correct cloud computing provider will prove beneficial to your firm’s success!
This article is an adapted excerpt from our free educational webinar, 6 Steps to Understanding Cloud Computing. To learn more about cloud computing and how to avoid the common risks, register for the webinar here.
