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8/12/2019 Hosted IT Solutions for Law Firms
1/16
CAPITALISING ON THE CLOUD
WHY LEGAL FIRMS SHOULD
CONSIDER HOSTED IT SOLUTIONS
October 2013
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Hosted IT Solutions
Designed for Law Firms
DPS Software are one of the longest standing legal IT
solutions providers in the UK, catering to the needs of law
firms small and large across the country.
DPSCloud is a fully-managed hosted IT solution,
offering a cost-effective and scalable network hardware
infrastructure and IT management strategy to your law firm.
From servers to personal computers, anti-virus solutions to
practice management software, we provide all things IT
required by your law firm.
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www.dpscloud.com
http://www.dpscloud.com/http://www.dpscloud.com/http://www.dpscloud.com/http://www.dpscloud.com/8/12/2019 Hosted IT Solutions for Law Firms
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General opinions on cloud
computing
Page 3
In their June 2013 issue, the Legal IT Insider introduced its readers to a recent study
conducted by the English Law Society on the use of IT in small-to-medium law firms.
The study reveals the great progress made by the industry in the last 10 years, and
presented a few eye-opening statistics about the legal sector of the 1990s:
- 34% of firms were still running stand-alone PCs, lacking any type of computer
networks;
- 51% of firms provided PCs to just a fraction of their staff;
- 16% of firms werentoffering any form of IT solution to their fee earners.
The legal industry has come a long way since then with forward-thinking practices
embracing the latest technologies available in order to automate processes and
eliminate manual, repetitive tasks. Advances in IT have made technology once only
available to large organisations accessible to nearly every law firm. An example of such
an advance can be found in cloud computing which brings tech benefits in cost-
effectiveness, ease of deployment and scalability.
The main advantages of cloud are greater business agility and flexibility. They are
scalable and transcend geographical separationand support mobile and flexible
working.
Joanna Goodman, The Law Society Gazette
Wehave moved very quickly from a situation of if cloud computing ever takes off for
law firmsto one of, whenfirms switch to the cloud.
Charles Christian, Editor, Legal IT Insider
http://www.legaltechnology.com/wp-content/uploads/2013/07/insider265.pdfhttp://www.lawgazette.co.uk/70519.articlehttp://www.legaltechnology.com/wp-content/uploads/2012/01/lti239.pdfhttp://www.legaltechnology.com/wp-content/uploads/2012/01/lti239.pdfhttp://www.legaltechnology.com/wp-content/uploads/2012/01/lti239.pdfhttp://www.legaltechnology.com/wp-content/uploads/2012/01/lti239.pdfhttp://www.legaltechnology.com/wp-content/uploads/2012/01/lti239.pdfhttp://www.legaltechnology.com/wp-content/uploads/2012/01/lti239.pdfhttp://www.lawgazette.co.uk/70519.articlehttp://www.lawgazette.co.uk/70519.articlehttp://www.lawgazette.co.uk/70519.articlehttp://www.lawgazette.co.uk/70519.articlehttp://www.lawgazette.co.uk/70519.articlehttp://www.lawgazette.co.uk/70519.articlehttp://www.lawgazette.co.uk/70519.articlehttp://www.legaltechnology.com/wp-content/uploads/2013/07/insider265.pdfhttp://www.legaltechnology.com/wp-content/uploads/2013/07/insider265.pdfhttp://www.legaltechnology.com/wp-content/uploads/2013/07/insider265.pdfhttp://www.legaltechnology.com/wp-content/uploads/2013/07/insider265.pdfhttp://www.legaltechnology.com/wp-content/uploads/2013/07/insider265.pdf8/12/2019 Hosted IT Solutions for Law Firms
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Chapter 1
The myths surroundingcloud computing
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Cloud computing is a very popular topic in
our industry. Many providers have been
keen to highlight the technologys
shortcomings if this suited their interests,
sometimes exacerbating these limitations.This exaggeration created many myths,
untruths that affected the image of the
cloud, giving it an aura of unreliability. So
here are just a few of them followed by their
corresponding counter-arguments.
The internet is not a reliable
infrastructure for delivering IT
solutions.
In the past this may have been true but
internet connections have improved rapidly
and substantially over the last few years in 4
key areas Capacity, Reliability, Availability
and Affordability. High-bandwidth lines have
become cheaper and more accessible and
the internet service providers, operating in a
hugely competitive market, now need to
offer near-bulletproofSLAs to customers.
There have also been concerns raised over
remote working capabilities due to the
availability of internet connections on the
move. However, finding a reliable Internet
connection is far easier than it once was.
Page 5
The transition to cloud-based
computing will be disruptive to our
work.
Persuading people to alter the way
theyve done things for years is hardly
ever a straightforward task and when
convincing key decision makers to make
the switch and embrace cloud computing
a common objection is that change will
just be a disruption to their work. While
minimum disturbances are unavoidable, it
is the suppliersresponsibility to make the
transition as smooth as possible.
My firms data wont be as secure if
we move to a cloud solution.When data is being looked after by
another party, its right and proper that
security issues are raised but in reality
hosted IT can be a more secure option.
With a bit of extra care, firms would
actually benefit from more robust security
after the move to The Cloud. With DPS
your data is held in a secure data centre
being regularly backed-up and stored off-
site. You also benefit from top of the
range antivirus software and 100% secure
remote working capabilities.
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Chapter 2
Why should your firm beconsidering the cloud?
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With security and reliability-related concerns
eliminated, cloud-based solutions regain
their appeal and relevance for the legal firm
that wants to simplify its IT infrastructure and
keep costs under control. So consider the
following advantages when thinking about
embracing Internet-based applications and
hosted IT solutions.
Focus on Legal Work
The days are gone when legal firms could
afford to employ entire IT departments
dedicated to supporting their systems. In
2013 firms and their staff must be focused
on their core legal work to achieve efficiency
and growth. IT is essential but not core just
like utilities in your office electricity is
essential but itsnot likely that you own your
own power plant! With your IT hosted and
maintained by an external provider like DPS,
your firm and its staff will be free to focus on
their core legal work, achieving new levels of
efficiency and client service.
Page 7
The Desktopin The Cloud
For most solicitors and staff at legal firms
there are certain software applications
that have now become essential to their
working day, for example, their practice
management system like DPS Outlook
Office as well as document-editing
programs like Microsoft Word and Excel,
and Outlook for their emails.
With hosted IT solutions your entire
desktop can be hosted on secure servers
and delivered through your Internet
connection. This option will enable you to
have the latest software versions
available at all times as updates are
applied automatically.
Learn more about our hosted IT solution
here.
The benefits of the cloud
http://www.dpssoftware.co.uk/casemanagement.aspxhttp://www.dpssoftware.co.uk/casemanagement.aspxhttp://www.dpscloud.com/http://www.dpssoftware.co.uk/casemanagement.aspxhttp://www.dpssoftware.co.uk/casemanagement.aspxhttp://www.dpssoftware.co.uk/casemanagement.aspxhttp://www.dpssoftware.co.uk/casemanagement.aspxhttp://www.dpssoftware.co.uk/casemanagement.aspx8/12/2019 Hosted IT Solutions for Law Firms
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Scalability
The hosted models IT infrastructure offers
your firm a level of scalability beyond
anything that the traditional methods can
deliver. At any time, user licences can be
added and as the model is charged on a per
head basis increases in your fixed costs will
only occur as the company grows.
Business Continuity and Improved
Operational Capabilities
Business Continuity (BC) has become
increasingly important to all businesses and
law firms are no different. In fact, with time-
sensitive processes and clients placing a lot
of trust in their solicitor to deal with important
matters, legal firms are amongst those
businesses where a solid BC policy is most
critical.
Hosted IT solutions like DPSsenable you to
provide your staff with remote working
capabilities if weather or some other
unforeseen events means they cantmake it
to the office. If a lot of their work is field-
based, they can still access and work on
their case files thanks to your DPSCloud
solution.
You can also put your trust in the Service
Level Agreements (SLAs) we offer which
Page 8
range from between 99% to 99.9% uptime
depending on the options selected by the
client. Your data will be accessible and it
will also be protected by top of the range
anti-spam and anti-virus software.
Image credit: tempworks.com
Disaster Recovery
37% of the executives surveyed said
disaster recovery had a moderate or very
large effect on the decision to adopt
private cloud computing. showed the
Symantec Disaster Recovery
Preparedness Research, CRN, February
2012.
Going hand-in-hand with business
continuity are your firms disaster
recovery capabilities which determine
your firmsability to resume work after
The benefits of the cloud
http://www.google.com/imgres?imgurl=&imgrefurl=http://www.tempworks.com/disaster-recovery.php&h=0&w=0&sz=1&tbnid=FHNsAoK4ptFdGM&tbnh=153&tbnw=180&zoom=1&docid=rOSaCNarPujfrM&ei=cLNSUsTFFKmw0QX2qIHIBA&ved=0CAEQsCUhttp://www.crn.com/slide-shows/storage/240006796/8-surprising-disaster-recovery-stats.htm;jsessionid=90HKiks4MDz05WXzW15Oxw**.ecappj02?pgno=2http://www.crn.com/slide-shows/storage/240006796/8-surprising-disaster-recovery-stats.htm;jsessionid=90HKiks4MDz05WXzW15Oxw**.ecappj02?pgno=2http://www.google.com/imgres?imgurl=&imgrefurl=http://www.tempworks.com/disaster-recovery.php&h=0&w=0&sz=1&tbnid=FHNsAoK4ptFdGM&tbnh=153&tbnw=180&zoom=1&docid=rOSaCNarPujfrM&ei=cLNSUsTFFKmw0QX2qIHIBA&ved=0CAEQsCUhttp://www.google.com/imgres?imgurl=&imgrefurl=http://www.tempworks.com/disaster-recovery.php&h=0&w=0&sz=1&tbnid=FHNsAoK4ptFdGM&tbnh=153&tbnw=180&zoom=1&docid=rOSaCNarPujfrM&ei=cLNSUsTFFKmw0QX2qIHIBA&ved=0CAEQsCUhttp://www.google.com/imgres?imgurl=&imgrefurl=http://www.tempworks.com/disaster-recovery.php&h=0&w=0&sz=1&tbnid=FHNsAoK4ptFdGM&tbnh=153&tbnw=180&zoom=1&docid=rOSaCNarPujfrM&ei=cLNSUsTFFKmw0QX2qIHIBA&ved=0CAEQsCU8/12/2019 Hosted IT Solutions for Law Firms
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the occurrence of an unforeseen event.
Disasters are (thankfully) rare but you need
to be prepared for the worst and thanks to
our secure climate-controlled data centre,
regular back-ups and off-site storage of
back-up coupled with remote-working
capabilities, your firm has the infrastructure
needed to recover should disaster strike
happen.
Image credit: newrivercomputing.com
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Fixed monthly costseasy to budget
At any time, but especially during a period
of austerity, an element of certainty in
your overheads can allow for accurate
budgeting and cash flow planning.
Through DPS hosting you pay fixed
monthly costs and avoid the unexpected
costs that are often associated with the
maintenance of an IT infrastructure.
According to industry commentators,
cloud computing should be seen as an
utility- a resource that while not core to
your business, is instrumental to its
proper functioning.
The benefits of the cloud
http://www.google.com/imgres?imgurl=&imgrefurl=http://www.newrivercomputing.com/&h=0&w=0&sz=1&tbnid=Wl2O-tNWZK9iXM&tbnh=192&tbnw=211&zoom=1&docid=hL30H8Nxb8vdGM&ei=57VSUtqpHKGr0gXQuoC4BQ&ved=0CAMQsCUhttp://www.google.com/imgres?imgurl=&imgrefurl=http://www.newrivercomputing.com/&h=0&w=0&sz=1&tbnid=Wl2O-tNWZK9iXM&tbnh=192&tbnw=211&zoom=1&docid=hL30H8Nxb8vdGM&ei=57VSUtqpHKGr0gXQuoC4BQ&ved=0CAMQsCUhttp://www.google.com/imgres?imgurl=&imgrefurl=http://www.newrivercomputing.com/&h=0&w=0&sz=1&tbnid=Wl2O-tNWZK9iXM&tbnh=192&tbnw=211&zoom=1&docid=hL30H8Nxb8vdGM&ei=57VSUtqpHKGr0gXQuoC4BQ&ved=0CAMQsCUhttp://www.google.com/imgres?imgurl=&imgrefurl=http://www.newrivercomputing.com/&h=0&w=0&sz=1&tbnid=Wl2O-tNWZK9iXM&tbnh=192&tbnw=211&zoom=1&docid=hL30H8Nxb8vdGM&ei=57VSUtqpHKGr0gXQuoC4BQ&ved=0CAMQsCU8/12/2019 Hosted IT Solutions for Law Firms
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Chapter 3
DPS SoftwareYour one-stop shop for
hosted ITsolutions
http://www.dpssoftware.co.uk/OutSourcing.aspxhttp://www.dpssoftware.co.uk/OutSourcing.aspxhttp://www.dpssoftware.co.uk/OutSourcing.aspx8/12/2019 Hosted IT Solutions for Law Firms
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Unlike traditional computing technologies
whose pricing isnt necessarily aligned to
your needs, cloud-based solutions never
involve spending more than you have to.
With this in mind, its safe to say the
rationale for change is solid and obvious.
Having established this, the next step for
any firm is to identify a supplier you can trust
to deliver the service you need.
This is where DPS Softwares unique
offering comes in to the picture.
Imagine the things you could achieve if you
were able to avoid the distractions and
occasional problems associated with
managing your IT in house.
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Our DPSCloud solution allows you to
have the technology you need when you
need it- from digital dictation to case
management software. As its cost is
based on the number of users, this will
increase or decrease according to your
firmsrequirements and number of staff.
Hereswhat DPSCloud offers you:
All the applications your law firm
needs- fully updated and maintained-from Windows, Microsoft Exchange &
Office to Citrix.
DPS case management, legal
accounts and digital dictation
softwareso your firm is at the cutting
edge of technology.
DPSCloud
Your one-stop shop for
hosted legal IT
http://www.dpssoftware.co.uk/OutSourcing.aspxhttp://www.dpssoftware.co.uk/OutSourcing.aspxhttp://www.dpssoftware.co.uk/OutSourcing.aspxhttp://www.dpssoftware.co.uk/OutSourcing.aspxhttp://www.dpssoftware.co.uk/casemanagement.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/OutSourcing.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/DigitalDictation.aspxhttp://www.dpssoftware.co.uk/casemanagement.aspxhttp://www.dpssoftware.co.uk/casemanagement.aspxhttp://www.dpssoftware.co.uk/casemanagement.aspxhttp://www.dpssoftware.co.uk/casemanagement.aspxhttp://www.dpssoftware.co.uk/casemanagement.aspxhttp://www.dpssoftware.co.uk/OutSourcing.aspx8/12/2019 Hosted IT Solutions for Law Firms
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Data management, storage and back
up. As we own our data centre, you will
always know where your data is stored
and this will never be dispersed across
different providers servers. As per Law
Societys recommendations your data will
never leave the UK, nullifying any
compliance issues relating to data leaving
the EU.
Thanks to our data security expertise and
capability and the measures and procedures
we implement, our DPSCloud solution is a
more secure alternative than an internally
managed IT system.
High level anti-spam and anti-virus
software that guards your system from
threats.
Home and remote access to your case
files from any device- 24/7. You can
carry your caseload with you, wherever
you are.
IT management with dedicated IT staff
at your service. Our help desk will
monitor, manage and carry out important
maintenance work on your behalf, and will
support your fee earners in making a
good use of the technology put at theirdisposal. Page 12
A sound IT infrastructure has become
crucial to the majority of successful legal
practices but an increasingly competitive
market demands they focus 100% on
their legal work. Allocating time and
resources to the continual maintenance of
systems means these needs clash, but
hosting allows your firm to cater to both.
The DPS IT department as a service
approach answers all the technical
requirements of a law firm and builds
them into a management structure that
allows them to focus on their core legal
business.
Our solution is characterised by:
Fixed monthly costs
Minimal initial outlay
Scalability
DPSCloud
Your one-stop shop for
hosted legal IT
http://www.dpscloud.com/8/12/2019 Hosted IT Solutions for Law Firms
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Chapter 4
Case StudyStuart Miller Solicitors
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The firms emphasis on infrastructure,
processes and procedures combined with
energetic management has set up a
business that has gone from strength to
strength but is set to grow further.
There are many components needed in a
business for it to perform well; no one
thing can guarantee success; but the
combination of a DPSCloud solution and
the initiatives that the partners at Stuart
Miller have employed has certainly set
them up for continued growth.
Would you like to learn more about
DPSCloud?
WithoutDPS we would certainly have had
a far more difficult time achieving what we
have. Their software provided us with the
platform we needed to both increase
efficiency and implement initiatives that
helped the firm work in the way we wanted
it to work.said Director Majid Habib
Taking our IT hosted through DPSCloud
then made complete business sense as we
implemented a cost-effective and robust IT
infrastructure which carries none of the
hassle that maintaining on-premise IT
brings with it.
He continued:
Stuart Miller Solicitors-
Innovative practice
management in the Cloud
CONTACT US
REQUEST A
FREE
CONSULTATION
Learn how DPSCloud
can answer your
firms specific needs
and requirements
Ask us all you want to
know about hosted IT
Page 14
http://www.dpssoftware.co.uk/pages.aspx?page=stuartmillercasestudyhttp://www.dpssoftware.co.uk/OutSourcing.aspxhttp://www.dpssoftware.co.uk/OutSourcing.aspxhttp://www.dpssoftware.co.uk/OutSourcing.aspxhttp://www.dpssoftware.co.uk/OutSourcing.aspxhttp://www.dpssoftware.co.uk/OutSourcing.aspxhttp://www.dpssoftware.co.uk/OutSourcing.aspxhttp://www.dpssoftware.co.uk/OutSourcing.aspxhttp://www.dpssoftware.co.uk/OutSourcing.aspxhttp://www.dpssoftware.co.uk/OutSourcing.aspxhttp://www.dpssoftware.co.uk/OutSourcing.aspxhttp://www.dpssoftware.co.uk/OutSourcing.aspxhttp://www.dpssoftware.co.uk/OutSourcing.aspxhttp://www.dpssoftware.co.uk/OutSourcing.aspxhttp://www.dpssoftware.co.uk/pages.aspx?page=stuartmillercasestudyhttp://www.dpssoftware.co.uk/services.aspx8/12/2019 Hosted IT Solutions for Law Firms
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Chapter 6Conclusions
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Itsnot often that the IT world is unanimous
about future directions but on the subject of
the cloud and the move towards hosted IT
this does appear to be the case.
Indeed, due to the impact and benefits of
cloud computing, many IT experts are
predicting that businesses owning their own
IT infrastructure could become the exception
rather than the norm in the near future.
Some firms, as we have seen in the case
study focused on Stuart Miller Solicitors, are
already taking advantage of hosted IT from
DPS and of all the benefits that the cloud
can offer.
At DPS we have the experience to make
sure this transition goes as smoothly as
possible and through our one-stop-shop
approach to hosted solutions for legal firms
you can implement your firmsentire IT
infrastructure through DPS.
It really is that simple The Cloud was a
major sea change in the world of IT but
this doesnt mean your firms movetowards it has to bring a major disruption.
The Cloud is on th e horizon
Move you r f i rm ahead of the game and
take advantage of c loud comput ing
now.
Contact us tod ay to learn more about
DPSCloud www.dpscloud.com
Call us on 0208 804 1022
Conclusions
REQUEST A
FREE
CONSULTATION
Learn how
DPSCloud can
answer your firms
needs and
requirements
Ask us everything
you want to know
about hosted IT
solutions
See our case
management
software in action
http://www.dpscloud.com/http://www.dpscloud.com/