Issue link: https://epubs.iltanet.org/i/50188
YOUR INFORMATION IS IN THE CLOUD … NOW WHAT? U.S.-based vendors, where laws like the Patriot Act give government agents the ability to demand that vendors provide access to the information stored by law firms, without any notification or opportunity for challenge. Similarly, in the European Union, directives on data privacy restrict the movement or storage of data across international boundaries. In the U.S., the American Bar Association and several state bar associations are actively exploring, debating and, in some cases, drafting new ethics rules that address how cloud software affects a lawyer's professional responsibility standards. Many industry observers believe that cloud vendors will enhance their software to add optional safeguards like encryption in response to market pressures driven by risk and compliance concerns. In practice, the integration challenges facing firms adopting cloud solutions pose much greater operational challenges, and frequently include unexpected surprises. JUST A LITTLE RAIN CLOUD… If your firm isn't prepared to deal with less control and power over its applications, you might be in for some unexpected turbulence. Several factors contribute to this loss of power. For one, cloud systems are administered directly by vendors. This means that the benefits a multitenant architecture provides for implementations, upgrades and uptime come at the cost of one-off product configurations or customizations. Finally, and most important, firms are limited by the scope provided to them by whatever Web service's API functionality is made available (which can be tightly constrained). The net result is that when moving to cloud systems, firms risk unexpected gaps in functionality, business process efficiency and user satisfaction. Fear not: Many of these issues can be addressed with an "eyes open" approach to adoption that includes strategy, skills and a toolset specifically aligned to address common cloud integration challenges. But before exploring this approach, consider a few examples of pitfalls that could await those flying blindly toward the cloud: • Business Intake: In many organizations, upon new matter creation, lawyers are accustomed to — and expect — real-time creation of workspaces in the document management system, assignment of secretaries to related matters and updates to their "favorite" or quick- access matter lists. • Personnel Intake: Firms are increasingly streamlining provisioning processes so that accounts are created and updated immediately as individuals join or move within the firm, and so that access is revoked immediately when they leave. This similarly requires real-time propagation of information across systems, based on changes to the firm HR software or master data directory. Without a way to integrate information smoothly and automatically, firms are left with manual data entry and processes. This could be quite painful, inefficient and error-prone when taking on hundreds of matters with a lateral or merger, or keeping mailing lists, intranet directories and other systems up-to-date as individuals change roles or locations. www.iltanet.org Tech Potpourri 21