Cloud Computing
An Introduction for Law Firms
• Cloud computing is one of the most talked
about technology topics
• Different people have different definitions and
there are many misconceptions about cloud computing
• Business owners, especially lawyers, have
many questions and concerns about cloud computing
Cloud Computing Defined
• Delivery of hosted technology services over
the Internet
• Services that were previously performed at
the workstation/server level are now being provided on a distant “host” computer
• The service that is provided could be just
about anything that was previously provided at the workstation/server level.
Why Is It Called the Cloud?
• The name seems to fit perfectly but no one
person decided to call it the cloud
• The explanation is much simpler
• For years, the cloud symbol was used in
diagrams and flowcharts to represent a phone network and later computer network
• A cloud symbol seemed perfectly
What Can You Do with Cloud
Computing?
Storage
• Perhaps the simplest form of cloud computing • Store data at a hosted location
• Benefits include less money spent on local
infrastructure and support
• Possible drawbacks include security and data
availability
Databases
• Enter and share data as if it was stored locally • Data can be accessed from anywhere
• Benefits include less money spent on local
infrastructure, software, maintenance and support
• Drawbacks are security and data availability • Cloud based databases include applications
Information Services
• Information stored online that is searchable
and retrievable from anywhere
• Lawyers should easily relate to this one
because they have used Lexis and Westlaw online for years
• Benefits are the money saved on libraries and
local resources
Applications
• Just about any application that can be run
locally can be run in the cloud
• Google Docs and Gmail are examples of
applications that were previously run locally but are now run in the cloud
• Benefit is the savings on software and
maintenance
Platforms, Integrations and Testing
• This is an important aspect of cloud
computing that only developers, consultants and IT staff seem to appreciate
• We can use the cloud to deploy and test
solutions before we deploy them to your network
Security
• Anti-virus, threat detection and other security
functions can be handled in the cloud
• Emails can be filtered at a host site and infected
or suspicious emails can be quarantined before they ever reach your computer
• Benefits include cost savings and peace of mind • Possible drawbacks are data availability and
Infrastructure
• Some day you may work in an office without
“computers”
• A keyboard and monitor may someday be all
you need to connect to the Internet and do all of the things you currently do at your
workstations
• The potential to save money is huge but you
are really at the mercy of your infrastructure and Internet providers
Cost of Hardware
• In the world of technology everything costs
money – servers, workstations, software, databases, etc.
• Cloud computing allows you to spend less
money on these items, especially hardware
• Online backup means you are spending less on
storage
• Online databases mean you might not have to
Easy Expansion
• Today when you add an employee, you have
to purchase a new workstation for them, purchase additional software licenses, etc.
• In the cloud, you just tell your provider you
have a new employee and within minutes
your new employee can use the same services that everyone else does
Fewer IT Staff
• Today’s law firms run on computer technology • Solo attorneys and smaller firms use local
network providers
• Larger firms have in-house dedicated
personnel and IT directors
• In the cloud, the hosting provider maintains
the applications it is responsible for
• There is the potential to save quite a bit of
Security
• If your data is in the cloud, you no longer have
direct control over it
• Cloud technology providers will work very
hard to keep things secure as their reputations are at stake
• There is still a security risk
• After all, a technology provider with
thousands of customers (with thousands of clients each) is a tempting target
Data Availability
• Currently you may be dependent on a
network of computers with a server
• If one workstation goes down you can swap in
another or if a server goes down you can get someone there to repair it right away
• In the cloud, if the provider is down or your
Internet connection is down – you are down
• What if the provider goes out of business
Confidentiality
• As a law firm, you have a responsibility to protect
client information
• Does storing data in the cloud fulfill this
obligation
• Make sure you diligently examine the policies and
procedures of the provider
• A specific agreement between your firm and the
provider is even better
• Do you have a duty to tell your client their data is
Discovery Implications
• In general, pre-trial discover can be made of
documents in the possession, custody or control of a party
• In the cloud, who has possession, custody and
control
• Does your client still have control? • Is the provider now a custodian
A Few Final Words on Cloud
Computing
• When I hear about cloud computing, I cannot
help but think of the dot.com bubble in the late nineties
• Everyone was starting an Internet company
because it was a sure way to make money
• Most failed but the Internet did not
• Similarly, in my opinion, cloud computing is here
to stay but the provider landscape may drastically change over the next few years
Metadata
What is Metadata?
• Simply stated, Metadata is data about data
• Metadata tracks information about electronic
files and documents
• Metadata is the information about your
computer files and documents that you cannot see
• It is not necessarily a bad thing but it can have
File Information
• Every file on your computer contains
metadata that tracks things like where it was saved, when it was last accessed or modified, etc.
• Right click on any file in Windows then look
under Properties to see this metadata
• In most cases, this information is not
Document Metadata
• Metadata allows programs like Microsoft
Word to provide collaboration and revision tools
• When you use track changes, commenting or
any review tool in Word, these features are stored in metadata
• If you don’t turn them off before you send the
document out, someone else may be able to see this metadata
Benefits of Metadata
• Metadata is not necessarily a bad thing • The ability to perform revision and
collaboration in Microsoft Word is a substantial benefit
• Microsoft did not develop these features to
put their customers in danger
• Without metadata, some of Word’s most
Danger of Metadata
• The problem is that metadata often contains
information you don’t want others to see
• For example, when you make a revision, do
you really want someone to know what you changed if from?
• When viewed by the wrong person, metadata
can have consequences ranging from embarrassing to career threatening
“Your Documents Took Me Forever”
• Lawyer promises a draft of a document to a
client on July 1 but sends it out for review on July 7 because it took much longer to draft than he originally thought
• Client looks at the metadata and sees total
“Your Estate Plan Costs as Much as It
Does Because of the Individual
Attention We Give Your Documents”
• A lawyer justifies his estate planning flat fee
because of the personal attention each document receives
• A client, named Jones, looks at the metadata
and sees that the documents were originally created for someone named Smith
• A simple find and replace was used and the
“Hmmm, I Wonder Why They Reduced
Their Demand?”
• A lawyer sends out a settlement demand to an
insurance company on behalf of their client
• The insurance company reviews the metadata
and sees that the amount demanded was reduced in the final draft from $100,000 to $25,000
Avoiding Metadata
• Don’t Send Word or Excel Documents via Email • Use Acrobat or Another PDF Application
• Use a Metadata Cleaner
– Microsoft has a tool called Inspect Document in Word
2007. Look for it under the Office button
– One leading metadata cleaner is Metadata Assistant
by Payne Consulting
– Workshare (previously Deltaview) also has a tool for
Viewing Metadata
• If this presentation has made you curious about
metadata, here are some ways to take a look at some
• Right click any file in Windows and select
Properties
• A text editor like the old DOS “Edit” will show you
some metadata, although it is not that easy to read
• Any metadata cleaner will show you the
Jeffrey S. Krause Contact Info
Krause Practice Management, LLC 5002 Mesa Court Waterford, WI 53185 262-806-7218
