Legal Professionals Say Goodbye to Spreadsheets: Switching to the Cloud is a Must in 2023    

When it comes to software tools that help you calculate, sort and analyze data—there is one platform that always comes to mind—Excel. It has historically been the go-to solution for legal professionals who want to create reports and organize information. In fact, almost 750 million people use Excel every day. 

While there is no doubt that this Microsoft-created tool is valuable, it is not the only tool available for legal professionals, especially those who are looking for a way to easily adhere to best practices and increase productivity and efficiency. 

If you are looking for ways to do more with less in the new year, then it’s time to explore cloud-based software designed specifically for legal professionals. 

What is Cloud-Based Legal Matter Management Software?

A legal matter management software system takes all the legal activities you do every day—expenses, time tracking, reporting, email, case document management and assembly and more—and organizes them in one location for easy access and collaboration with team members and clients. Since the software is cloud-based, it can be accessed via an Internet browser, no matter where you or your team are located. 

What is the Difference Between Cloud-Based and On-Premise Software?

A cloud-based legal software system is a computer system whose resources are available on-demand (via an Internet-connected web browser), including data storage and computing power, without being actively managed by the user. This differs from traditional on-premise-based software, where data is stored locally in an office and is managed by the user.  

Here’s a quick overview of the differences between on-premise and cloud-based software:

On-Premise Software:

  • Software costs are paid up-front 
  • No internet connection is required
  • Data is stored in the physical location you determine 
  • You are responsible for managing and updating software.

Cloud-Based Software:

  • Software costs may be spread out (subscription-based)
  • Access data anytime, anywhere
  • Data can be stored anywhere
  • Quicker, lower cost for deployment 
  • No hardware maintenance
  • Dedicated team for training and support provided.

Why Switching to the Cloud Makes Sense for Legal Teams

Numerous reasons exist to switch to the cloud which can lead to an immediate impact on your organization. Here are several reasons switching to the cloud is the best thing you can do for your organization this year. 

  1. Decreased Up-Front Costs.

We live in a time where cutting costs is essential and waste is top of mind. By moving to the cloud, you can eliminate expenses associated with hardware that on-premise solutions usually come with. In addition, the ability to do more with the system increases productivity, which can lead to two important things for legal teams: better profitability and customer service. And who doesn’t want that? 

  1. Scalable Framework. 

You want a platform that can grow with you, and cloud-based software offers just that. As your organization changes, the cloud offers flexible server space to accommodate whatever your needs may be, which is helpful since you can’t predict the future. This flexible framework puts an end to costly system downtime and performance issues because of a rigid platform. The ability to integrate with other platforms also provides an even wider avenue for growth and scalability needs. 

  1. Improved Security. 

Cloud-based software is generally considered more secure than on-premise software because your data is stored on remote servers that are independently managed and maintained by expert security providers. This means your data has 24/7 protection from professionals who are well-versed in physical and cyber-security attacks and are constantly employing measures to guard against them. On-site software is more prone to physical and cyber breaches because of the lack of an expert security team that most cloud-solutions offer. 

  1. Better for the Planet.

    By moving to the cloud, you can significantly reduce energy consumption and greenhouse gas (GHG) emissions. According to a recent report, cloud computing is 93% more energy-efficient and has 98% lower GHG emissions than on-premise data centers. And since data services are shared over a network, the organization will naturally be more efficient and effective in reducing energy consumption.

So-Long Spreadsheets: Managing Legal Data Completely in the Cloud

While many legal organizations have resisted moving to the cloud for various reasons, there is increasing evidence that to stay current in today’s world, it is required. With benefits such as better security and increased flexibility for remote work as well as reduced errors and the ability to scale makes the decision to move to the cloud a no-brainer for most operations. Cloud-based legal matter management software is the solution for legal professionals who are finally ready to take the plunge into a new, better way to work.

With more than 30 years of experience supporting organizations across a number of industries, Legal Files gives teams the centralized platform, support, training and upgrades needed to stay relevant in the changing legal landscape; and offers both on-premise and hosted solutions to meet your unique needs..

“We are making every attempt to go green. We have identified several file types that we designate as ‘E-files’ within Legal Files, and all materials are scanned into them. Hard copies, for the most part, are discarded unless it is necessary to keep a ‘wet’ signature. However, even in that case, we are now able to reduce the paper file to a minimum.”

Janet Darnall, Administrative Legal Secretary

City of Pasadena, a Legal Files Client 

Request a demo to learn more about how we help organizations like yours manage what matters to you.