Ask the Experts: Common IT Questions from Law Firms (Answered)

We've been working with law firms for years, and we know what keeps you up at night. So we've compiled the most common questions we hear and given you the straight answers you need to make better decisions about your firm's technology.

Cloud and Infrastructure

_"We've always had servers in our office. Why should we move to the cloud?"_

Short answer: Because your office servers are costing you more money, creating more risk, and holding your firm back from flexibility.

Here's the reality: on-premise servers require capital investment upfront ($15,000 to $50,000 depending on your firm size), ongoing maintenance, physical space, electricity, and someone to manage them. They break down at inconvenient times. They fail on weekends. They limit your ability to work remotely.

Cloud infrastructure (like Microsoft 365 and Azure) costs a predictable monthly fee. It's automatically backed up. It's accessible from anywhere. It scales with your firm. When you're on the cloud, a system failure doesn't require an emergency technician call at 9 PM on a Friday, it's handled before you even know there's an issue.

The real cost comparison? On-premise servers cost small firms $3,000 to $6,000+ per year in hidden maintenance and management. Cloud costs $1,500 to $3,000 per year per user and eliminates the risk. It's not a close call.

_"Is the cloud actually secure for sensitive client data?"_

Short answer: Yes, and often more secure than your office servers.

This is the question we hear most often, and it's rooted in a legitimate concern. But here's the misconception: the cloud isn't some nebulous, uncontrolled space. Microsoft 365, Azure, and other enterprise cloud platforms use bank-level encryption, multi-layered security protocols, and compliance certifications that exceed what most small law firms can build on their own.

Microsoft invests billions in security infrastructure. They employ thousands of security experts. They monitor threats 24/7. Your office server? It's probably managed by your paralegal between client calls.

The real security risk isn't the cloud. It's how you implement it. Are you using strong passwords? Multi-factor authentication? Proper access controls? Encryption at rest and in transit? These are implementation choices, not cloud limitations.

When AKAVEIL TECHNOLOGIES manages your cloud infrastructure, we implement enterprise-grade security protocols specifically designed for law firms. Your client data is encrypted, backed up redundantly, and monitored continuously. Your office server never had that level of protection.

_"How much does cloud migration cost?"_

Short answer: Less than you think, and significantly less than the cost of staying on outdated infrastructure.

This varies based on your firm size, the complexity of your current systems, and what data needs to be migrated. For a typical boutique law firm, cloud migration costs $5,000 to $15,000, depending on scope.

But here's the financial reality: that one-time migration cost pays for itself in less than a year through reduced server maintenance, elimination of emergency service calls, improved productivity, and elimination of compliance risk. After that first year, you're looking at pure savings and operational improvements.

The firms we work with typically see their technology spend stabilize at a predictable monthly cost, with significantly fewer surprises and crises.

Security and Compliance

_"What does it actually mean to be 'GLBA compliant'? Do we really need to worry about it?"_

Short answer: GLBA (Gramm-Leach-Bliley Act) compliance is non-negotiable if you handle client financial information and yes, you need to worry about it.

GLBA requires financial institutions and law firms handling financial data to implement reasonable safeguards to protect client information. This means:

Encryption of sensitive data (both in transit and at rest)

Access controls that limit who can view what data

Regular security monitoring and threat detection

Incident response plans

Employee security training

Vendor security assessments

If your firm handles estate planning, probate, or wealth management matters, you're handling client financial data. GLBA applies to you.

The consequences of non-compliance? State bar discipline. Regulatory fines (up to $100,000 per violation in some cases). Malpractice claims. Loss of client trust.

AKAVEIL TECHNOLOGIES implements GLBA compliance as part of our standard legal IT setup. We ensure your infrastructure meets GLBA requirements, your data is properly protected, and you have the documentation necessary to demonstrate compliance to your state bar.

_"A staff member got a phishing email. Should we panic?"_

Short answer: No. But you should treat it as a wake-up call.

Phishing emails are the most common entry point for ransomware, data breaches, and cyber attacks. They're getting more sophisticated. A well-crafted phishing email can fool even security-conscious people.

Here's what you should do immediately:

1. If the email contained a link or attachment, scan your systems for malware.

2. If credentials were entered, reset those passwords and enable multi-factor authentication.

3. Review your email security settings and add the phishing sender to your blocklist.

Here's what you should do long-term:

1. Implement employee security training (ongoing, not just once a year).

2. Use an email security solution that filters phishing emails before they reach your inbox (Microsoft 365's Advanced Threat Protection does this).

3. Enable multi-factor authentication company-wide, it's the single most effective defense against credential theft.

4. Use endpoint detection and response (EDR) software that monitors devices for suspicious activity.

One phishing email doesn't mean you're under attack. It means you need better defenses. AKAVEIL TECHNOLOGIES can implement these protections for you.

_"How do we handle a data breach? What's our legal obligation?"_

Short answer: You have strict legal obligations and the clock starts immediately.

If you experience a data breach involving client PII (personally identifiable information), you're required to notify affected clients, and often your state bar and state attorney general, within a specific timeframe (usually 30 to 60 days, depending on the state).

You also need to conduct a thorough investigation, document what happened, secure the breach, and implement corrective measures.

The cost? Investigation fees, notification costs, credit monitoring services, legal fees, and potential regulatory fines. For a small firm, a breach can cost $50,000 to $300,000+.

This is why proactive security is so critical. It's not just compliance, it's financial survival.

AKAVEIL TECHNOLOGIES helps law firms develop incident response plans before a breach occurs. We ensure you have proper backups, security monitoring, and documentation so that if something does happen, you can respond quickly and effectively. We also help with breach notifications and compliance documentation.

Technology Adoption and Efficiency

_"We're using outdated practice management software. How disruptive is switching to something modern?"_

Short answer: Less disruptive than staying with outdated software.

This is a concern we hear often, and it's valid. Switching practice management systems requires data migration, staff training, and workflow adjustments. It's not zero-effort.

But here's the reality: outdated practice management software costs your firm in multiple ways:

Your staff spends more time on administrative tasks

Your billing and timekeeping processes are manual and error-prone

You can't integrate with modern tools like Microsoft 365

You can't access your practice data from anywhere

You're vulnerable to security risks that the software vendor no longer supports

Modern practice management systems (Clio, MyCase) are cloud-based, user-friendly, and integrate seamlessly with your other tools. The migration typically takes 2 to 4 weeks. Your team gets training. Within a month, you're operating more efficiently than ever before.

The disruption of switching is temporary. The inefficiency and risk of staying with outdated software is permanent.

_"Do we really need Microsoft 365? Can't we just use Gmail and Dropbox?"_

Short answer: You can, but you're creating compliance and security vulnerabilities and missing significant efficiency gains.

Gmail and Dropbox are consumer tools. They lack the enterprise security controls, audit trails, and compliance features that law firms need. They're not designed for managing sensitive client data. Your bar association and malpractice insurance carrier may flag this as a compliance gap.

Microsoft 365 Business Premium provides:

Enterprise-grade email with advanced threat protection

Secure cloud storage (OneDrive) with encryption and access controls

Secure collaboration (Teams) with audit trails

Advanced security features (multi-factor authentication, conditional access, data loss prevention)

Compliance documentation and audit logs

Integration with legal practice management software

Yes, Microsoft 365 costs money ($15 to $22 per user per month). But it's designed for businesses that need security, compliance, and integration. For a law firm, it's not a luxury, it's table stakes.

_"How long does it take to set up Microsoft 365 for a new hire?"_

Short answer: With proper cloud infrastructure, about 15 minutes.

This is one of our favorite questions to answer because it shows the dramatic difference between DIY IT and a managed service.

With DIY IT, adding a new attorney or paralegal is a day-long project: provision email, set up hardware, configure access to shared drives, add to security groups, install software, train on systems.

With modern cloud infrastructure, it's a 15-minute process. You create a user account in Microsoft 365. Assign them to the appropriate security groups and licenses. Their device (provided by your MSP with pre-configured security) is ready to go. They have full access to SharePoint, OneDrive, Teams, and your practice management system. They're productive on day one.

This is the difference between infrastructure that scales and infrastructure that doesn't.

Cost and ROI

_"How much should our law firm be spending on IT?"_

Short answer: More than you probably are, but less than you think.

Industry benchmarks suggest law firms should spend 5 to 10% of revenue on IT and technology. For a boutique firm generating $500,000 to $1 million in annual revenue, that's $25,000 to $100,000 per year.

This includes:

Hardware (laptops, monitors, phones)

Software licenses (Microsoft 365, practice management, security tools)

Managed IT services and support

Cybersecurity infrastructure

Backup and disaster recovery

Many small firms underspend on IT, trying to save money by cutting corners. This backfires and they end up paying more through downtime, security incidents, and inefficiency.

The firms we work with typically spend $2,000 to $4,000 per month for comprehensive managed IT services covering infrastructure, security, support, and compliance. This is significantly less than the cost of a single security breach or major downtime incident.

Think of it as insurance. You're paying for proactive protection instead of reactive crisis management.

_"What's the ROI of working with a managed IT provider?"_

Short answer: Typically 3 5x return on investment within the first year.

Here's how we calculate it:

A $2,500/month managed IT service costs $30,000 per year. The ROI comes from:

Eliminated downtime (average savings: $15,000 to $30,000 annually)

Reduced emergency service calls (average savings: $5,000 to $10,000 annually)

Improved staff productivity (average value: $10,000 to $20,000 annually)

Eliminated compliance violations and security breaches (potential savings: $50,000 to $500,000+)

Faster firm scaling and new hire productivity (value: varies, but significant)

These aren't theoretical numbers. They're based on what we see across our client base. Most firms break even on their MSP investment within 6 to 9 months through eliminated downtime alone.

The Bottom Line

These are real questions from real law firms. If you're asking them, you're not alone.

The pattern we see across all these questions is the same: boutique law firms are trying to balance flexibility and growth with security and compliance, often without dedicated IT staff. You need infrastructure that works. You need support when something breaks. You need to know your clients' data is protected.

This is what AKAVEIL TECHNOLOGIES was built to provide.

We specialize exclusively in legal IT. We understand the compliance landscape for law firms. We've migrated dozens of practices to modern infrastructure. We know what questions to ask and what problems to anticipate.

If you're dealing with any of the challenges mentioned above, outdated servers, security concerns, compliance questions, staff productivity issues, let's talk.

Contact AKAVEIL TECHNOLOGIES for a FREE IT Assessment. We'll review your current setup, identify your vulnerabilities and inefficiencies, and give you a clear roadmap for modernizing your infrastructure.

No obligation. No sales pitch. Just expert guidance on how to build technology that actually serves your practice.

Your clients deserve a law firm with secure, reliable infrastructure. You deserve to stop worrying about IT and focus on what you do best: practicing law.

Let's make that happen.