Web-based software is continuing to gain in popularity and usage among attorneys. My firm uses several of these in our daily practice, including Rocket Matter (case management / time & billing), gMail (firm email), and Evernote (electronic filing / storage system). If you hear the terms "the cloud" and "SaaS" but aren’t quite sure what all the fuss is about, you can find out everything you need to know in the following article:
Understanding "The Cloud": The Pros and Cons of Web-based Software for Attorneys
If you’ve attended a technology CLE or read a technology publication over the last year, chances are good you’ve at least heard of "the cloud" or cloud computing. Cloud computing is a term that’s used to describe a spectrum of services, software, and infrastructure delivered over the web rather than installed on a user’s computer or server.
One of the better-known forms of cloud computing is software as a service (or "SaaS"). SaaS aims to mirror (or even improve on) the experience of traditional software without requiring the user to buy expensive software licenses, struggle with complicated installations, or manage upgrades and updates.
SaaS has proven both popular and controversial among attorneys. While some have adopted it wholeheartedly and swear they’d never go back, others have chosen to steer clear, claiming the risks outweigh the benefits.
To help you better understand SaaS and to decide whether it has a place in your practice, here are a few of the pros and cons:
The Pros:
- It "just works." With SaaS, you avoid the headaches of installation and maintenance. As long as you have an Internet connection and a web browser (like Internet Explorer), using your software is as simple as logging in. Furthermore, most SaaS products have been built with usability as a high priority, making them easy to learn and use.
- Mac friendly. Because SaaS products operate through the web browser, they usually run just as well on a Mac as they do on Windows.
- Lower up-front costs. Add the price of software licenses, new servers and other hardware, and the hourly rates of the consultants needed to put it all together, and buying traditional software can be tremendously expensive. Most SaaS products require a relatively low monthly fee for each user and can be cancelled at any time.
- Mobility. Traditional software is tied to the computer it’s installed on. If you don’t have your computer with you, you don’t have your software. With SaaS, your software is available anywhere that you have an Internet connection–your home, a relative’s home over the holidays, even the train via a Smartphone. This can be particularly helpful if you’re forced from your office due to a natural disaster like a flood or hurricane.
The Cons:
- Lack of control. You, and your data, are at the mercy of your vendor. If the vendor suddenly goes out of business or goes offline for any reason, you could find yourself without access to your client files and unable to work. Similarly, the security of your data is entirely in the hands of your vendor–a significant concern for attorneys.
- Internet is a necessity. If your web connection goes down, you lose access to your software and your files. If you live in an area where your web connection is unreliable, SaaS may not be a realistic option.
- Lack of features. Most SaaS products are newcomers to the legal market, and as such their features are limited. Traditional software developers have spent years–even decades–adding features and functionality to their products.
If you’re ready to learn more about SaaS and want to know what kind of questions to ask when evaluating a SaaS vendor, visit the ABA Legal Technology Resource Center’s FYI: Software as a Service (SaaS) for Lawyers.
Source: Joshua Poje, ABA Legal Technology Resource Center
Great post. I’ve also dabbled with RocketMatter and I like it but I agree that it, like many other SaaS offerings, has not yet reached its prime. There are many SaaS offerings that have been around however. You mentioned gmail and I will throw in there NetDocuments who I use for document management. They’ve been doing SaaS dms for a long, long time and have just as many, or more features than a hummingbird or imanage.
Thanks Ben! I think it’s important for folks to hear it like it is from someone like you who’s been using Legal SaaS for a while.
There’s a bunch of other advantages we like to promote as well, most notably other headache-killers: security, backups, and all of that kind of stuff is now our responsibility, not yours. So the user doesn’t have to worry about additional servers, tape backups, security patches on server machines, etc. Also, SaaS can help firms with their green initiatives.
The lack of features can be a pro, if you ask some. We try and limit the number of features in Rocket Matter – we find that in traditional software, for example Time Matters, there’s a lot of extra features that most folks don’t need. It makes the software confusing. We’re all about simplicity.
And, if the feature’s not there but really needs to be there? Legal SaaS vendors listen intently to their users. And if we add a feature based on customer demand, we handle the upgrades. Our users log in one day, and see the new functionality without doing anything.
Hope this makes sense. If it doesn’t, give me a shout. LP
Ben, as usual, a nice piece! However, I would add to the list of legal SAAS available, the best (IMHO) law practice management software, Clio [http://www.goclio.com/]. I have been using it for over a year now and I love the programmers’ responsiveness: email a comment or idea, and within days, an update suddenly appears! For 50$/month, I haven’t seen many companies offering such an ROI! 😉
Thank you for the excellent post. Another PRO that should be added to the list is the ability to collaborate efficiently. Whether it’s a class action or civil suit, documents, calendars and tasks many times need to be shared with co-counsel, legal assistants or an expert witness in different locations. Since SaaS products such as Litfolio (http://www.litfolio.com) are offered over the web, working with others in one centralized environment makes work life much easier.
I must admit, I was hesitant to switch over to legal SaaS at first. But after a short time of getting the hang of it, I’m glad I moved to SaaS. It’s such a convenience being able to access my documents, case records, and calendars from anywhere, at any time.
You’re right, the low up-front cost is a great perk. I was able to get my SaaS solution up and running with little investment and time. And the mobility “pro” is a huge perk, as well, since I can access my workspace from my iPhone while I’m on the go.
I’m very happy with our decision to go with a legal SaaS solution. If anybody would like to know, we go with a vendor named HyperOffice.com.
Ben,
I currently use gmail — I use the online interface rather than activating the pop account and using my mac mail software. I like gmail; it’s user friendly, the search function works great, and the threaded conversation layout allows for easy management of past emails. As a result of my google addiction, however, I’ve completely neglected exploring the features and efficiencies of using the mac mail software, and I would be willing to commit to the mac mail software if I knew it would help my solo practice. (FYI – I’m a recent law grad planning on starting a solo practice)
Ben, or any other reader, what is your opinion on this?
I’d prefer a system that best streamlines my contacts, and other aspects of practice management. Do think I should commit to the mac mail software?
I am very attracted to the idea of cloud computing, and I do enjoy using google’s software. But, I want to use an optimized collection of software. Software that works best, of course for my practice, but also allows for useful features, data organization, and overall efficiency. Any ideas would be most appreciated. And I would definitely like to hear the suite of applications you use for email, contact management, web browser etc.
Thanks to all. And Ben, thank you for the help – excellent blog, very helpful.
Joe Cocchiaro
A great deal of services are available online, to help improve the operation of a busy office or practice.
To combat the rising costs of missed meetings and appointments (to both clients and practioners), some Professionals have utilized a meeting or appointment scheduling software; to monitor client meetings and appointments.
Email reminders reduce no-shows and self-scheduling clients can book their own meetings or appointments online. As well, it frees up time for Professionals to concentrate on their work; online or in the office.
Thank you for sharing your knowledge and insight.
Best wishes.
Ben,
I’m curious about your firm’s use of Evernote. Do you store any confidential client data in notebooks that sync online with Evernote’s servers? If so, are you satisfied with their terms of service regarding security? I’ve read Andrew Flusche’s posts about managing his entire client files on Evernote and, while, certainly promising, it raises questions…
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