Technology in law firms
When it comes to technology in law firms, the Practice
Management System (PMS) is the cornerstone of your IT system. It
provides a centralised system for managing cases, documents,
time tracking, billing, and more, making it the backbone of a law firm’s IT infrastructure.
Selecting the right PMS is the first critical decision for any law firm,
as all other technology decisions will be based on it. It’s essential to
choose a PMS that aligns with the needs of the firm and its
employees, as well as any regulatory requirements.
Once a PMS has been selected, subsequent technology decisions
should be based on compatibility with the PMS. This includes
selecting hardware, software, and other systems that work
seamlessly with the PMS. By doing so, all systems can integrate
well, reducing the risk of errors, improving efficiency, and
ultimately saving time and money.
One critical system that is often included in the PMS is the
Document Management System (DMS). The DMS allows for secure
and efficient storage, retrieval, and sharing of documents and
other files.
It’s crucial to select a PMS with a DMS that aligns with the needs of
the firm, ensuring that all documents are stored securely,
accessible only by authorised users, and if required, shareable with
clients and other external parties.
In addition to the PMS and DMS, law firms must also consider
other technology solutions, such as email systems, security
software, and hardware like computers and printers. It’s important
to choose these solutions carefully to ensure compatibility with the
PMS and each other, reducing the risk of errors and increasing
efficiency.
At Innessco, we specialise in helping law firms select and
implement the right technology solutions to maximise their
success. With our experience in guiding firms through the process
of selecting a PMS and our expertise in implementing and
managing IT platforms that align with your selected PMS, we can
help you build and support a reliable, efficient, and secure IT
infrastructure that supports your business goals.
Cloud PC and Managed PC –
Innessco IT Platforms for
Law Firms
For over 15 years, Innessco has provided tailored IT support to law firms across Australia.
As a Managed Service Provider, we take full responsibility for monitoring, maintaining,
and managing your law firm’s IT systems, applications, and infrastructure. We currently
provide two tailored IT platforms for law firms, Windows 365 Cloud PC and Windows
Managed PC, both based on Microsoft 365 Business Premium. Our comprehensive IT
service includes direct support for your users through our helpdesk, as well as the
procurement, management, and implementation of new technology into your business.
This comprehensive service ensures that we operate as your complete IT helpdesk,
providing end-to-end support to your law firm.
What is Cloud PC?
Windows 365 Cloud PC is a powerful and secure IT platform that provides each user in your law firm with access to a virtualised Windows PC
running in a Microsoft data center. Your Windows PC contains all your firm-approved applications and is accessible from any internet-connected
device using the Microsoft Remote Desktop app. Innessco manages the Cloud PC, including the installation of Windows and application updates.
If required, each user can be provided with administration rights to their Cloud PC.
Integrating seamlessly with Microsoft 365 Business Premium, Windows 365 Cloud PC offers a range of features, including:
2 vCPU, 8GB RAM, and 128GB hard drive to store files
locally on the Cloud PC
Always up-to-date Office 365 Apps (Outlook, Word,
Excel, PowerPoint)
Enterprise-grade email account with 50GB of
storage and up to 1 TB of archive data
1 TB of OneDrive personal cloud storage
Access to group chat, online meetings, calling, and
web conferencing with Microsoft Teams, all
accessible within the Cloud PC
With Windows 365 Cloud PC, you can access your work from anywhere, without sacrificing security or performance. You will be provided with a
dedicated Active Directory Server hosted in Microsoft Azure. This is used for the management of your users and security. If you are required to
host your PMS (as opposed to a cloud PMS), you will be provided with servers hosted in Microsoft Azure that the system will be installed on.
As part of the service, you’ll receive software licenses for Windows 365 Cloud PC, Microsoft 365 Business Premium, Microsoft Azure hosted servers required by the system and your PMS (including backup), and AvePoint Cloud Backup for Microsoft 365 (optional).
The implementation process typically includes re-installing and setting up all firm applications in the Windows 365 Cloud PC environment, out-of-hours data migration, out-of-hours reconfiguration of your existing Office PCs and go-live support. Innessco will work with your existing
vendors to re-install (and upgrade where appropriate) their applications, ensuring a smooth transition to the Windows 365 Cloud PC service.
What is Managed PC?
Windows Managed PC is Innessco’s solution for businesses who want the benefits of a dedicated PC but with the added convenience of
managed IT services. The key difference between a Managed PC and a Cloud PC is that with a Managed PC, your business applications are
installed locally on your Windows PC, not on a Windows PC running in a data center.
With a Managed PC, each user is provided with their own dedicated Windows PC preinstalled with all your firm’s approved applications. If
required, users have administration rights to their Managed PC, giving them full control over their device. Innessco takes responsibility for managing and installing Windows, security, and application updates, ensuring your systems remain up-to-date and secure.
Compared to a Cloud PC, the Managed PC operates differently in that it is not always running during system maintenance. This results in users having greater visibility into any system administration that is performed. Additionally, physical access to the PC is necessary to access the firm’s systems, unlike on a Cloud PC where you can connect to your Windows PC from any internet-connected device. If users require access to their IT systems from outside of the office, they will need to carry a laptop with them.
The Managed PC service includes software licenses for Microsoft 365 Business Premium and AvePoint Cloud Backup for Microsoft 365 (optional).
With Microsoft 365 Business Premium, you will have access to a wide range of features to help streamline and enhance your business operations.
This includes always up-to-date versions of the Microsoft Office Suite, including Word, Excel, PowerPoint and Outlook. You will also have access to Exchange Online for enterprise-grade email with a 50GB mailbox per user and the ability to send attachments up to 150MB. OneDrive for
Business provides you with 1TB of cloud storage per user to securely store, share, and collaborate on your files from anywhere. Additionally, you will have access to Microsoft Teams, a powerful collaboration tool that allows you to chat, hold online meetings, make voice and video calls, and share files with your team members in real-time.
With AvePoint Cloud Backup for Microsoft 365 (optional), you can further enhance the security and protection of your data by backing up your Microsoft 365 data to a secure, third-party cloud. This includes email, files, SharePoint, and OneDrive data. In the event of a disaster, data loss, or accidental deletion, you can quickly and easily restore your data with minimal disruption to your business operations.
The implementation process typically includes an out of hours re-installation of all firm PCs, out-of-hours data migration and go-live support. Innessco will work with your existing vendors to re-install (and upgrade where appropriate) their applications, ensuring a smooth transition to the Windows Managed PC service.
Which Platform is Right for Your Law Firm?
Choosing the right platform for your firm is crucial, and your Practice
Management System (PMS) will play a significant role in determining
which platform is best suited for your needs.
While all PMS’s can run on Cloud PC, only some are compatible with
Managed PC. The following table outlines some common PMS
management systems and which platforms that they are
compatible with.
| Cloud PC Only | Cloud PC & Managed PC |
|---|---|
| Affinity | LEAP |
| Practice Evolve | Action step |
| Open Practice | Mattero |
| Infinity | Smokeball |
| Clio | |
| Elite 3E | |
| Aderant |
If your PMS allows you to choose between either a Cloud PC or Managed PC, there are several factors to consider, including data backup, PC management, performance, flexibility, security, and expenditure. The following table outlines these factors and the differences between the 2 platforms.
| Cloud PC | Managed PC | |
|---|---|---|
| Data backup | Cloud PC platform maintains 14 backups of your PC. You can determine the frequency of the backups and you can revert to any one of these backups at any point in time. Additionally, files stored in the Desktop, Document and Pictures folders are backed up (synced with) OneDrive. | Backup of users local PC is not supported. Files stored in the Desktop, Document and Pictures folders are backed up (synced with) OneDrive. |
| PC Management – Software updates and Security upgrades | Software updates and security upgrades are seamlessly managed by Innessco during non-business hours, minimizing any disruptions to your work. Our always-on Cloud PC allows for hassle-free management, leaving you with more time to focus on your business. | Software updates and security upgrades for Managed PC can only be performed when the machine is physically on, which may cause some interruptions in its use. |
| Performance | The standard Cloud PC contains 2 vCPU and 8 GB RAM. Whist less compute capacity of a Managed PC, it is typically enough to support operations of a law firm. Cloud PC services includes flexibility to provide nominated users with additional vCPU and RAM. | A typical HP desktop or laptop will include 6 cores and 16 GB RAM. |
| Flexibility | The Cloud PC workspace is accessible from internet-connected devices, making it easy to work remotely. However, it does require an internet connection to function, so offline work may not be possible. | The Managed PC is only accessible on the devices where it has been installed, which means you will need to carry your PC with you or have multiple devices configured. However, the system is available offline, offering more flexibility in terms of accessibility. |
| Security | Security is provided by Microsoft Business Premium. Key features include: advanced threat protection to guard against email phishing and malware; data loss prevention to prevent unauthorized sharing of sensitive information; device management to secure company data on employee devices; multifactor authentication for user accounts; and access controls to restrict unauthorized access to sensitive data. | Identical to Cloud PC |
| PC Expenditure | With the Cloud PC platform not requiring portable hardware and with your applications not being installed on the local PC, firms typically provide their staff with Desktops with Dual Monitors. Such a setup will cost in the order of $2,500 and be expected to last at least 5 years. Firms will typically operate the PCs until they start to fail. | The Managed PC environment requires portable hardware and firms will typically provide their staff with Laptops with Dual Monitors. Such a setup will cost in the order of $3,000 and lasts up to 4 years. Firms will typically replace equipment after 4 years of operation as all applications are running locally. |
Benefits of using Innessco’s
Cloud PC or Managed PC
Secure
Innessco’s Cloud PC and Managed PC platforms are
designed to provide secure access to your law firm’s
data and applications, protecting your confidential
information from cyber threats and data breaches.
Scalable
With Innessco’s Cloud PC and Managed PC platforms,
your law firm can easily add or remove users,
applications, and storage capacity as your business
needs change.
Reliable
Innessco’s Cloud PC and Managed PC platforms offer
high availability and uptime, ensuring your law firm can
operate smoothly and efficiently without downtime.
Cost-effective
Innessco’s Cloud PC and Managed PC platforms are a
cost-effective alternative to traditional on-premises IT
infrastructure, eliminating the need for costly hardware
and maintenance expenses.
Accessible
Innessco’s Cloud PC and Managed PC platforms provide
anytime, anywhere access to your law firm’s data and
applications, enabling remote work and collaboration
across different locations.
Customizable
Innessco’s Cloud PC and Managed PC platforms are
tailored to meet the unique needs of law firms, with
optional hardware and peripherals, project
management, and support services.
Don’t just take our word for it!
We’ve worked with over 50 boutique law firms across Australia to create a tier one IT environment.
