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How an IT overhaul can help your firm stay ahead of the pack


Law firms and others in professional services are sometimes slow to react to changes in technology – but getting left behind can mean missing out on opportunities for growth. Tim Walker, managing director of Taylor Made Computer Solutions, has the following 10 tips for firms that are looking to improve their IT performance


1 Investing in IT infrastructure is an investment in your firm


Upgrading your IT infrastructure lays the groundwork for future technology improvements, enabling staff to work more efficiently, and enhances the security and reliability of your data.


A financial benchmarking report by NatWest on law firms, carried out in 2013, concluded that those firms which consistently invest in IT find that their fee earners are more efficient than those who do not.


2 The right tools for the job


A survey of law firms with revenue exceeding £10 million, conducted by Legal Support Research, found that project management tools and related software were ranked at the top of the list of what legal IT leaders say are the best for driving competitiveness and efficiency.


However, these tools require fast networking, maximised connectivity and increased data storage – so it is vital to invest in a healthy IT infrastructure before bringing in new software.


3 Prepare for the worst


What would happen to your business in the event of a natural disaster, vandalism, theft or the departure of key staff? It‘s an important question but many firms have no business continuity plan.


Any such plan depends on a sound IT infrastructure that can provide for the protection of business critical data with regular, secure backups that are held off site. Cloud backups are far safer than keeping data on site or relying on an employee to take a drive or tape home.


4 Is your data secure?


In 2014, there were 15 incidents of data breaches within the legal profession, prompting the Information


THE BUSINESS MAGAZINE – SOLENT & SOUTH CENTRAL – JUNE 2015


Commissioner‘s Office to issue a warning that solicitors and barristers need to do more to keep client information safe. Failure to do so can result in a fine of up to £500,000.


Cloud storage is one of the best ways to store and secure sensitive information – it is scalable, can be budgeted for predictably, enables data to be accessed remotely and supports your business continuity plan.


5 Moving to mobile


Like many businesses, law firms are finding that smartphones and tablets are changing the way they do business.


However, remote access places more demand on IT systems – so your infrastructure must evolve to ensure it can handle the increased flow of data while minimising the risk of a data security breach.


6 Do you need an in-house IT team?


There is a general shift towards a greater use of managed IT providers which many firms find is more cost-effective than an in-house team. However each firm must make its own strategic decisions and many prefer an engineer on site.


Outsourcing doesn‘t necessarily mean that your systems are managed remotely – it is possible to have technicians from your provider on-site working as part of your team.


7 Change can be challenging


It is important not to underestimate the impact that a change of IT provider can have on your firm, and you may run into challenges and opposition along the way.


But good leadership from the top can help ensure that the transition goes as smoothly as possible. Make sure all changes are well communicated and that staff concerns are listened to.


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8 Make sure your IT is compliant


All businesses must comply with the Data Protection Act but there will be other regulatory concerns for many professions.


For example, law firms must ensure their IT provider meets the requirements of the Solicitors Regulation Authority (SRA). The SRA demands that any contract with an IT provider authorises the SRA to access data and visit the provider‘s premises.


9 Get guarantees


A good provider will be able to offer you guarantees of systems uptime and the right of immediate termination if downtime exceeds an agreed level.


It


should also be confident enough to indemnify you for third-party claims regarding breach of confidentiality.


10 Consider the costs of not upgrading


Good systems can be the differentiator that makes your firm stand out from the rest. PwC‘s Annual Law Firms‘ Survey revealed that IT and automation ranks fifth in the financial priorities for law firms over the next 12 months. Firms that don‘t react to these trends risk being left behind.


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