Why the Cloud is Cool!

Introduction

According to Wikipedia, "Cloud computing is a computing term or metaphor that evolved in the late 2000s, based on utility and consumption of computer resources. Cloud computing involves deploying groups of remote servers and software networks that allow different kinds of data sources be uploaded for real time processing to generate computing results without the need to store processed data on the cloud. Clouds can be classified as public, private or hybrid.^[1][2]"

Many use Cloud computing every day without even realizing it. Examples include web-hosted email (such as Gmail) and social media sites (such as LinkedIn and Facebook). For Cloud-based email, the email application and the actual messages are hosted on servers sometimes across the country from the user. Users log-in via a web browser or PDA app, and email is displayed on the device but the user's reply, send or forward commands are executed on a server, or several servers across town, or across the country.  

In my world - the legal field - lawyers are literally being overrun with data - Electronically Stored Information (ESI). Legal software has historically followed the traditional software model:  lawyers purchase a software license and install on individual computers or on servers in the law firm's data center.  Hardware and software following the traditional model can be expensive.

More recently, a new software model has emerged: Software as a Service (or "SaaS"). SaaS is different from traditional software. Software is no longer installed on individual computers or the firm's server. Software is accessed via a web browser over the Internet. Data is transferred encrypted and stored securely in the service provider's data center. Updates are rolled out by the service provider or software company continually. SaaS is usually sold on a subscription basis, usually for a flat monthly or annual fee.

Here are just a few reasons why the legal community should give SaaS and Cloud Computing a serious look.

Spend Less and Do More

With no servers to maintain, or storage to add, hardware costs are reduced.  Software costs are also reduced because with most ESI software cost models, you only pay for what you use.  While it is critically important for law firms and corporate legal departments to have some level of support staff, staffing needs are obviously less because there are fewer things to manage from an IT perspective.  Your technical staff spends more time with the higher level functions of helping you learn and use technology and less time managing hardware, software, security and infrastructure.

You Get the Good Stuff Sooner

Because the software provider only needs to update it's own environment, and not thousands of installs across the country, you receive the latest and greatest updates as soon as the provider makes them available.  No more waiting on the firm's IT department to test and then execute a roll-out plan. By the way, roll-out plans are critical, so this should not be a knock on IT departments.  Lord knows this old war horse has been through countless upgrades and roll-outs and knows the importance.  Something always goes wrong - 100% of the time.

One Neck to Choke

The last thing you need is to choke your own neck. Since it is the SaaS provider conducting roll-outs on their own servers and not yours, it is up to the SaaS provider to make sure that the roll-out goes smoothly. When it doesn't, you have one neck to choke.  Most software contracts have guaranteed up time provisions.

Your Compatible

Traditional legal software is often limited by hardware compatibility, operating system, and licensing constraints. For example, traditional ESI software may only be compatible with a PC running Windows XP or later.  There are usually also certain hardware requirements that must be met, and then updated when the provider issues new software.  It is not uncommon for users to have to upgrade, as an example, RAM to take advantage of new features.  Because SaaS solutions are web-based, they are usually compatible across platforms and web browsers.  If the hardware requirements change with a new release, it's the SaaS provider's responsibility to make sure your compatible and not your IT department. 

Your Data is Safe - Guaranteed

Lawyers are understandably concerned about security.  However, a legitimate argument can and has been made, that files stored on a provider's servers are more secure than those located on a typical attorney's PC or in a law firm's data center.  SaaS service providers often employ elaborate security measures and multiple redundant backups in their data centers.  Obviously ask a lot of questions about a service provider's security and make sure you get assurances in writing.  If there is a breach, and you've done your due diligence, you've got a neck to choke and it is the provider that is responsible for the cure, whatever that might be.

Conclusion

There are a great number of additional considerations when deciding whether a SaaS based model is right for you and these are but a few.  There are many considerations not addressed here.  Get help from an expert.  Ask questions, get comfortable with your choice, but continuing to ignore cloud based solutions is without question a mistake.  Don't get left behind.