Not too long ago, in the law firm software space, the acronym ‘CMS’ generally stood for Case Management System. Or, to some: Content Management System.  Today, CMS has come to stand for the three legs of the modern technology platform: Cloud, Mobile, Social.

We will leave it to others to discuss the importance and methodology of leveraging Social Media for the advancement of small law practices so that we can focus on Cloud and Mobile applications.

So what should small law firms know about ‘the cloud’ and mobile applications and how can they leverage them to their advantage?

First, let’s look at some definitions.  Cloud computing can generally be defined as “computer services which are supplied over the internet on an on-demand basis.”  They allow firms to access storage, programs and data that reside on remote resources.

The cloud is generally separated into two conceptual subdivisions: Private Cloud and Public Cloud.  To establish a Private Cloud, a law firm would contract with a hosting provider to install and maintain server hardware at a remote location.  Ultimately, however, there are few, if any, shared resources. The servers are dedicated to the law firm but the law firm saves on capital investment (the servers are rented by the month), back-up management (provided by the hoster), and utilities (part of the monthly fee).

A law firm wishing to take advantage of the public cloud, however, would contract with a number of solution providers each of whom offers a different technical solution.  The law firm would be one of many sharing each solution providers’ resources.

In the public cloud a law firm could contract with a Hosted Microsoft Exchange Provider who offers email, contact and calendaring instead of installing it on a dedicated server.  In the public cloud a law firm could contract with an Accounting Solution provider to host their Accounting Systems such as QuickBooks.  They might utilize a web-based document management system to store, manage and back up critical work product or a cloud-based Practice Management Solution to assist in organizing day to day office tasks and deadlines.  Even telephone services can be provisioned as a shared service over the web, so that the law firm can project a professional image without installing an in-house PBX.

The benefits of this model are especially valuable to the small firm:

- Reduced reliance on in-house (or contracted) IT support

- Elimination of server costs (acquisition, operation, disposal)

- Built in back-up management

- Reduced energy consumption

- Organic growth – upgrades are continuous and non-disruptive

- Anywhere access – one just needs an internet connection

- Mobile enablement – most cloud-based solutions have mobile access by smart phones and tablets built in

- Cost certainty – IT becomes a monthly charge like utilities or rent

What are the drawbacks?  The most oft-cited concerns for firms thinking about utilizing public cloud services are Security and Data Control.  With regard to security, public cloud providers offer better security than any small firm can construct on their own:

- Backups and redundancy are built in

- Hardware is located in secure locations with excellent environmental controls

- Mobile access means that sensitive data does not have to be stored on local computers or laptops

- Devices can be remotely erased

- Hardware disposal is not an issue

As far as Data Control is concerned, license agreements should be examined to make sure that the firm can access its data anytime and provisions should be made for regular exports.  Cloud Data Escrow services are beginning to emerge to provide third-party sites to protect firm data.

In summary, public cloud solutions offer the small firm location independence, integrated backup, advanced features and improved security which will allow them to grow and operate with reduced overhead and expense.

And while Cloud Computing is being touted as the next big paradigm-shift in business IT infrastructure, your small or medium sized business is, in all probability, already using a plethora of Cloud Services.

Let’s start with the core of most business communications technology today – eMail.  If your firm is using MS Outlook or Outlook Express connected to a “POP” account or a Webmail interface – then you are using cloud-based email.  The email hosting services are being provided to you over the internet by your hosting provider.

What about your website? Do you host it internally? Do you have a webserver connected to the Internet? Probably not.  You have a hosting provider who is delivering this service for you.

Do you have employees? How do you pay them? Do you have an inhouse payroll system to calculate taxes, withholdings and benefits? Do you print your own checks? My guess is that you don’t.  Most small businesses today enter their data into a secure, web interface hosted by a Payroll service provider – another cloud-based service.

Have you joined the “social media bandwagon” to tout your business?  Do you have thousands of followers on Twitter or Facebook, hundreds of links on LinkedIN?  Yup. You guessed it. More cloud-based services.

So, while your business’ next step may be to eliminate the servers that you do have  and move more services to the cloud – perhaps your accounting system or document storage or CRM – you’ve already begun the great migration. You just didn’t realize it.

At one end we have what may be called the “Large Firm Self-Sufficient Model”.  In this structure, large organizations have created dedicated internal technical support teams who deploy systems, manage upgrades, troubleshoot balky hardware and provide end-user software support.  These organizations will occasionally use outside consultants to assist with the newest technology, large scale upgrades, or special issues such as security or identity management.

At the other end we have what may be called the “Small Firm Self-Sufficient Model”.  These organizations tend to have narrow needs (accounting, word processing, spreadsheets and email) and the business owner or other senior staffer has the requisite skills and confidence to deploy the required applications and seek out solutions to issues as they arise.

To serve the vast majority of businesses who prefer not to be self-sufficient – either because they  value the efficiency of using outside services or because they do not have the capabilities internally – an industry of “Managed Services Providers” has developed.  MSP’s range in size from one-person shops providing support to local businesses to large international organizations serving the world’s largest companies and governments.

As Cloud Computing has entered the mainstream a new breed of IT support organizations has evolved: “Cloud Services Providers.”  And even within this group capabilities and objectives vary.  Many MSPs are re-branding themselves as CSPs by offering to host data centers, set up cloud-based backup or assist in the deployment of dedicated Virtual Desktop technology.

VarZero is one of a new and unique breed of True Cloud Services Providers who are working to migrate businesses off of dedicated technology (whether internally installed or externally hosted) onto shared cloud resources.  In the same way that MSPs have, for the last 20 years, provided strategic guidance and support in the area of dedicated solutions, CSPs like VarZero are positioning themselves to help businesses integrate web-based solutions for Hosted email, Hosted QuickBooks Accounting, Hosted CRM, Hosted Document storage and other shared services.

With this new model, businesses can implement a known set of services to achieve maximum efficiency, cost savings and flexibility.

We are all hearing it everywhere. From Microsoft’s “To the Cloud” tagline to the Salesforce.com “Chatter” ad on the SuperBowl. But how does a small or medium-sized business navigate the cloud? How do they find relevant applications for their operation?

VarZero has taken a lot of the work out of the search process. VarZero has identified best-in-class software solutions that work together to leverage specific applications for businesses.

What are the key software needs of business today:

• eMail

• Accounting

• Document Management

• CRM (Lead Tracking and Customer Management)

• Payroll

• Phone Solutions

VarZero has built a suite of solutions that allow businesses to eliminate network infrastructure.

Email is hosted on-line so it is accessible anywhere anytime and synced with iPhones, iPads, BlackBerries and Android devices.

QuickBooks is hosted so that outside accountants and bookkeepers can have access to company information without awkward file emailing and loss of control.

Word, Excel and PowerPoint documents are likewise stored in the cloud and accessible from any
internet-connected device. They can also be easily and securely shared with clients or team members.

Lead tracking and Estimate generation are provided through a web-interface which provides sync-ing with QuickBooks and MS Outlook.

We offer hosted Payroll Solutions as well as a hosted PBX which provides a professional image without any hardware or software to install or maintain.

And since all of these solutions are on hosted, secure servers, there is no need to purchase any additional back-up software. They are backed up in their native environment.

According to Gartner Group, by 2012, 20 percent of businesses will own no IT assets. VarZero’s unique model will assist small and medium-sized business participate fully in this revolution.