Cloud journey for IT professional firms
Summary
TLDR
- The cloud journey is the path by which a firm abandons on-premises proprietary servers and migrates to cloud platforms like Microsoft 365.
- Local servers and Internet connections are points of failure: a breakdown blocks access to documents and can cause incoming emails to be lost.
- With the cloud, server maintenance, backup, and VPN costs are reduced, and you gain two-factor authentication and data encryption.
- Microsoft 365 allows you to work together on the same document, with group-based access and changes tracked in system logs.
- Cisco Meraki lets you manage the network of firms with multiple offices centrally, through a cloud platform that runs 24/7.
Index
The use of legal documents in digital format has become commonplace in recent years.
Many professional firms have invested in the creation of proprietary IT infrastructure that have worked well in the past and, in many cases, still continue to work today.
But the current socio-economic environment, the development of the remote working , the need to improve security levels, however, have brought to light some of the problems and critical issues of classic on-premises IT infrastructure.
In this article, we will see what are the benefits of moving to the cloud and what are the risks of remaining anchored to the use of local servers in the firm's locations.
What are cloud services and what is the cloud journey?
Cloud systems are data communication and storage services, managed by third-party companies that guarantee accessibility to these services 24 hours a day, with a high level of security and excellent efficiency.
When we talk about “ cloud journey ” means the path that leads a company to abandon proprietary information systems with The goal of migrating to cloud-based platforms , as Microsoft 365 can be.
But what are the services most used by professional firms that can be migrated from an on-premises facility to the cloud?
- Enterprise email management
- Team messaging and chat
- Video conferencing and remote meetings
- File management of documents
- Document access management for user groups
Despite the convenience of these solutions, some companies find it too risky to move to the cloud, exposing sensitive documents outside their infrastructure.
In fact, the opposite is true, as confirmed by several industry researches ( Alan Pelz-Sharpe - Dep Analysis, 2021 ).
Data security: difference between cloud and proprietary infrastructure
So let's talk about the issue of security, a central topic for any business and even more so for professional firms.
Keeping data on its own servers means having to have a secure and always connected facility .
If there is a malfunction at the server, or there is a problem with the Internet connection, access to data and documents will be temporarily blocked, not to mention that the mail server will not work and important incoming emails may be lost.
In addition, managing an on-premises system Puts the firm or enterprise in front of high-cost challenges .
An example is maintaining a backup machine, having computer technicians for prompt service on hardware, providing and maintaining secondary disks for data backups, using data encryption software, using VPN connections outside the office, and other similar cases.
Cyber attacks are multiplying, and having an unprepared structure to deal with them could be more risky than keeping your documents and data in the cloud of big IT tech.
What are the advantages of relying on a cloud system?
Overcoming the problem of security, an infrastructure on-premis also has a number of features That make them inefficient for today's needs .
One of our clients' recurring problems is document management.
Documents are often saved on individual employee computers or on shared folders in the local network. This sometimes leads to confusion and difficulty in finding information.
Connecting from the outside also becomes cumbersome and complex, having to use a well-configured VPN.
Instead, by moving its service infrastructure to the cloud, a company will be able to:
- Save time and money as there will be no maintenance to be done on internal servers
- Improve the productivity of individual users, who will be able to access multiple shared services, such as e-mail and documents, with a single credential and from multiple locations
- Increase security through two-factor authentication and the presence of data encryption
- Better manage access to resources through groups with specific access levels and change tracking
In general, all cloud services are intuitively usable by users and require, after the initial setup, less effort in maintenance.
What solutions can be adopted to introduce the cloud?
There are several solutions on the market adaptable to the needs of professional firms and businesses of all sizes, from the smallest to the largest.
Microsoft 365 for example, is one of the business cloud ecosystems that we most recommend and implement with our clients.
Anyone in the work environment has used Office suite applications such as Word and Excel, and virtually everyone has worked with the Outlook mail client.
The convenience of Microsoft 365 starts here: Transfer the most popular and widely used business applications to the cloud, making the transition easy for all users, even the less tech-savvy.
Thanks to the cloud, it is possible to collaborate in the drafting of the same document, such as a Word page, without having to download it, edit it on your PC and then re-upload it to a shared folder.
This is all tracked with system logs and easily configured a security level for certain directories where some user groups can write documents while others, for example, only read them.
In addition, costs per individual user are low compared to maintaining an in-house infrastructure, reducing risks of malfunction and technical intervention.
Another absolutely outstanding platform is Cisco Meraki .
Cisco is a leader in networking equipment, and with Meraki it has introduced a set of business cloud capabilities that allow networks to be conveniently managed through a h24 online active platform.
Meraki leverages Cisco's technology to scale its business network, being the optimal solution, for example, if you have different locations.
A cloud lan can be implemented by having users from different locations access the same local network, with stable connection speed.
This allows you to have centralized management of your business network, even if you have multiple offices, thus ensuring high standards of security and privacy .
Digital transformation: leverage cloud technologies to improve your business
In this article we saw the importance for law firms and SMEs in general to optimize their IT infrastructure.
There are several solutions in the market, and to best meet these new challenges, it is important to rely on a reliable partner.
Lanpartners is an expert in cloud transformation to help enterprises access the full benefits of the cloud.
Learn more on the Professional Studies, Companies and SMEs that have chosen us for their digital transformation.
-> Contact us to find out how we can support your business
Frequently asked questions
What is the cloud journey for a professional firm and what does it entail?
The cloud journey is the path by which a professional firm abandons on-premises proprietary IT systems to migrate to cloud platforms, such as Microsoft 365. It includes the transfer of services such as email, team chats, video conferencing, file management, and document access control for user groups.
Is an on-site server more secure than the cloud for a law firm's sensitive documents?
Not necessarily: according to cited industry research (Alan Pelz-Sharpe, Deep Analysis, 2021), the cloud is more secure than one might think. An on-premises server requires backups, encryption, VPNs, and dedicated technicians. With cyberattacks on the rise, an unprepared facility can be riskier than the cloud of major tech providers.
What risks does a professional firm face if it maintains local servers instead of moving to the cloud?
The main risk is the interruption of operations: if the server fails or the Internet connection drops, access to data and documents is cut off. The mail server stops working and important incoming emails can be lost. Added to this are high costs for backups, hardware support, and VPNs.
What concrete advantages does the cloud offer a professional firm compared to on-premise infrastructure?
The cloud eliminates internal server maintenance, saving time and money. Users access mail and documents with a single credential from different locations. It increases security thanks to two-factor authentication and encryption, and access is managed by groups with change tracking.
How does Microsoft 365 work for document management in a professional firm?
Microsoft 365 brings familiar tools like Word, Excel, and Outlook to the cloud, making the transition simple even for those who use technology less. Multiple people can edit the same document without downloading and re-uploading it. Changes are tracked in logs, and certain folders can be set to read-only for specific groups.
Is Cisco Meraki suitable for a professional firm with multiple locations?
Yes, Cisco Meraki is especially well suited to firms with multiple offices. It lets you manage networks through a cloud platform that runs 24/7 and create a cloud-based LAN, where users at different offices access the same local network over a stable connection, with centralized management and a high level of security and privacy.
