Peer to Peer Magazine

37 WWW.ILTANET.ORG Our DMS in the Cloud: In Support of IT Standards and Simplicity CASE STUDIES » The on-premises DMS was unreliable and a big cause of firm Outlook issues. » The on-premises DMS was difficult to maintain. While the cost and complexity analysis of staying on our current system versus the cloud was an important part of the firm's due diligence process, the NetDocuments platform presented many compelling reasons and value propositions we couldn't ignore. Key benefits included: » Built-In Security and Compliance: ISO 27001, SOC 2 Type 2, SOC 2 Type2+, SEC, FIPS 140-2 Level 3 and HIPAA are built into the system » Centralization: All documents are imported and hosted in a central document management library, which enables a single library for everyone in the firm » Universal Maer Workspaces: The system provides a central maer workspace for every maer without third-party tools » Enterprise Search: All documents are full-text searchable » System Configuration: Configuration is simple and straightforward » Secure Web Interface: There is no need to use a virtual private network (VPN); content is accessible from any browser, any device, any time » Microso Office: Integration within MS Office applications with ndOffice is seamless » High Level of Security: The technology infrastructure goes far beyond what most law firms can achieve themselves » Disaster Recovery and Business Continuity (DR/ BC): DR/BC are built in across redundant world- class data centers » Integration: Third-party application integrations and open application program interfaces are available » Email Management: The tool includes next- generation predictive and mobile email solutions » Mobile Client: Access documents via a native iOS iPhone and iPad app or Android devices via WebDAV » Encryption: All content is encrypted in transit and at rest » HIPAA-Compliant: The tool meets HIPAA requirements for privacy and security » File-Sharing: Secure collaboration and extranet functionality are built in » Reputation: NetDocuments is a well-known organization with dedicated owners and staff who are passionate about providing a quality service » Reduced IT Footprint: We could eliminate the document management infrastructure » High Availability: The system has a high guaranteed uptime (99.9 percent per the service- level agreement) Standards and Simplicity From a strategic technology perspective, the firm operates on the notion that the days of customized general IT services at law firms are coming to a close. It may take some firms 20 years to get there, but it is clearly the future for IT in law firms. As law firm IT operations, are we so different that our way of doing things requires everything to be "our way"? Standards and simplicity in one area can result in standards, simplicity and less cost in another. Following this mindset –– even for highly involved, mission-critical applications like your DMS and email management –– is an important ingredient to success. P2P PAUL BROMWELL Paul Bromwell is the Chief Information Officer for Frost Brown Todd and oversees all aspects of the firm's technology. Paul has over 25 years of experience in the use and deployment of legal technology, workflow analysis, application design/development and project management. Contact him at pbromwell@fbtlaw.com. The days of customized general IT services at law firms are coming to a close.

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