In This Article
- Introduction to Law Firm Cloud Storage
- Classes of Law Firm Cloud Storage
- Law Firm Cloud Storage Features
- Data Security & Compliance – A Guide for Law Firms
- The List: The Best Cloud Storage for Law Firms
- Challenges With Cloud Storage in a Law Firm
- Document Management Systems for Law Firms
- Frequently Asked Questions - Best Cloud Storage for Law Firms
Best Law Firm Cloud Storage for 2023
Technology has changed significantly in the past year, and legal technology is no exception. What is the best cloud storage platform for law firms in 2023? We explore today’s options in this roundup of cloud storage platforms used by law firms.
Introduction to Law Firm Cloud Storage
Law firms across the country are moving away from on-premise file servers to cloud-based storage and document management systems.
Even before the most recent pandemic, law firms have been eying the cloud as an alternative to the costs, headaches and inflexibility of on-premise file servers. Today, the modern law firm needs:
- Access to client, matter and firm documents (all of them) from anywhere.
- Access to documents without the burden of clunky VPN connections.
- Enhanced data security and compliance measures.
- Simplicity and ease-of-use, to encourage adoption across the entire firm.
Naturally, this leads many law offices to search for the best cloud storage for law firms. And today, there is no shortage of cloud-based storage and file systems competing for your dollar.
But which is the overall best cloud storage for law firms?
- Which has the functionality your firm needs?
- Which is the most secure?
- Which is the easiest to use?
- What’s the difference between Document Management and Cloud Storage?
Check out our complete guide on Law Firm Software including Cloud storage, Practice Management, Document Management, Accounting software and more.
In this article, we’ll answer these questions and more, and cover the best cloud storage solutions for law firms.
Let’s get started.
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Classes of Law Firm Cloud Storage
Software or a service that can store your documents in the cloud is a pretty broad category.
What’s more, it’s easy to get lost in the terminology, buzzwords, technical nuance, and (sometimes) hyperbole. With the unique needs of the legal profession as our guide, it’s useful to organize the different cloud storage options into two broad categories, or classes, of cloud storage for law firms.
Basic Cloud Storage
Let’s start with the simplest class of law firm cloud storage (and the one you’re probably already familiar with), basic cloud storage.
Basic cloud storage is just that: Simple, lightweight storage for your firm’s documents and data. Basic, not in the pejorative sense, but in the sense that the platform is easy to use and doesn’t try to do too much.
Basic cloud storage is loosely the cloud equivalent of your law firm’s S: drive, or on-premise file system. With basic cloud storage, you can create a set of firm-wide, top-level folders (for instance: a folder per client, per matter, and so forth), and store and organize documents within.
Your firm’s cloud file system looks and works much like any folder structure within Windows Explorer, only it’s accessible to your entire team, and from anywhere (within a web browser or via a desktop sync application.)
Basic cloud storage solutions include services you’ve probably already heard of: Microsoft OneDrive, Google Drive, DropBox, and Box.com.
Many cloud-based Law Practice Management solutions also provide in-line cloud storage (something like a “built-in OneDrive” within the software.)
Pros:
- Quick to Setup and Implement
- Easy to Use
- Low-Cost
Cons:
- Limited DMS Features
- Limited Search Capabilities
- Common Sync Problems*
- No Email Management
*Sync Problems:
Basic cloud storage platforms can be a good (or great) fit for smaller teams (law firms of up to 5 people). However, a fundamental problem with all of these services is they attempt to synchronize to each of your user’s computers. This works okay for a couple of people, but when you get to more than a few users, the synchronization becomes inefficient and inconsistent, leading to inconsistencies (version conflicts, etc.) in data from one person’s computer to another.
Document Management Software
If basic cloud storage is simply “a place online to make folders and put stuff,” a Document Management System (DMS) is a more comprehensive, robust system to store and manage documents in the cloud.
Document Management Systems have been around a long time. Years ago, a law firm might acquire document management software and install it on the firm’s on-premise server. Today, most document management systems are cloud-based, which means they provide both the storage of your documents, as well as a rich feature set to manage those documents.
Beyond simple folders-and-files, a cloud-based law firm Document Management System will often provide:
- Client/Matter-Centric Org
- Full-Text Search (docs & email)
- Microsoft Office Integration
- Document Version Management
- Document Tagging & Profiling
- Document Check-Out / Check-In
- Permissions & Access Controls
- Pin Favorite & Recent Documents
- Unique ID Per-Document
- One-Click Open / One-Click-Save
- Integrated Email Management
Oftentimes law firms start with basic cloud storage, and as their team grows, find the capabilities of basic cloud options lacking one or two key features that the firm needs (such as full-text search, or document tagging).
The same also happens for firms that implement cloud-based Law Practice Management (that may advertise “Document Management” as a feature), and soon find the document storage and management capabilities therein are simply too limited.
Example of a Cloud-based Document Management System (LexWorkplace):
Pros:
- Robust Feature Set
- Full-Text Search (docs & email)
- Centralized Cloud Storage
- No Synchronization Issues
- Highly Scalable
Cons:
- More Substantial Investment *
- Data Migration/Conversion Required
*Investment:
More functionality requires more investment. By way of example: the LexWorkplace document management base package is $395 / month, which includes up to 5 users and 1TB of storage.
Law Firm Cloud Storage Features
We recommend that you start your search for the right law firm cloud storage platform by making an inventory of the specific capabilities and features that you require. For this, we recommend that you confer with each area within your law firm: from attorneys to support staff.
Use our checklist below as a guide, and identify which of these are must-have’s for your firm.
- Web-based Access to Documents
- Windows and Mac OS Support
- Organize with Folders / Subfolders
- Organize by Client / Matter
- Full-Text Search (docs & email)
- Microsoft Office Integration
- Complete Data Encryption
- Multi-Factor Authentication (MFA)
- Geographic Data Redundancy
- Document Version Management
- Document Tagging & Profiling
- Document Check-Out / Check-In
- Permissions & Access Controls
- Pin Favorite & Recent Documents
- Unique ID Per-Document
- One-Click Open / One-Click-Save
- Integrated Email Management
Data Security & Compliance – A Guide for Law Firms
Regardless of the specific features your law firm needs, one thing that is universally important is data security and compliance.
Any given cloud storage service, ranging from simple cloud storage to robust cloud-based Document Management software, should have specific data security and compliance measures in place. As a law firm, you’re almost certain to be storing sensitive information. And depending on your practice area, you may hold data subject to regulations such as HIPAA, Sarbanes Oxley or PCI Compliance
- Data Encryption In-Transit
- Data Encryption At-Rest
- Multi-Factor Authentication
- Geographic Data Redundancy
Multi-Factor Authentication
MFA (Multi-Factor Authentication) is a vital piece of the security puzzle. Passwords are often compromised, so a username/password alone is not enough to keep your data secure.
MFA provides an important additional layer of security by requiring a second means of authentication (usually your smart phone) prior to accessing your data.
With your must-have features itemized and your security requirements defined, you’re ready to evaluate the top law firm cloud storage solutions.
The Best Cloud Storage for Law Firms in 2021
OneDrive
Company: Microsoft
Class: Basic Cloud Storage
Overview
OneDrive is Microsoft’s own cloud storage service, available as part of an Office 365 subscription or as a stand-alone service. OneDrive provides simple, easy-to-use cloud storage, and aims to replace a local file server or simply be used for personal storage. OneDrive is built right into Windows, making it an easy and obvious go-to for simple storage needs. OneDrive, however, lacks functionality required by many law firms including matter-centricity, email management, and document tagging and profiling.
STAND-OUT FEATURES
- Tight Integration with Microsoft Office
- Streamlined, Intuitive Interface
- Built into Windows 10 / Windows 11
PRICING
- Included in Office 365 Business Standard Plan and Above
- Additional 1TB Storage: + $5 / User / Month
- Upgrade to Unlimited Storage: + $10 / User / Month
LexWorkplace
Company: Uptime Legal
Class: Cloud-based Document Management
Overview
LexWorkplace is both business-class cloud storage and a legal-centric document management system (DMS) that works with Windows and Mac. LexWorkplace will keep your documents, email and notes organized by matter, indexed and searchable. LexWorkplace includes document versioning, powerful search, integrated OCR, scan and fax integration, Microsoft Office and Outlook integration and document tagging/profiling.
STAND-OUT FEATURES
- Complete Windows and Mac OS Support
- Client/Matter-Centric Organization
- Full-Text Search Across all Documents & Email
- One-Click Open, One-Click Save
- Document Version Management
- Email Management (Save Emails to a Matter from Outlook)
- Document Profiling & Tagging
PRICING
- Base Package: $395 / Month
- Includes 3 Users, 1TB Storage
- Additional User: + $45 / Month
- Additional 100 GB Storage: + $40 / Month
Google Drive
Company: Google
Class: Basic Cloud Storage
Overview
Google Drive, part of Google’s G Suite of productivity apps, is a popular cloud storage and file backup service. Google Drive is part of the Google Ecosystem which means its easily accessible from your Android phone and integrates with other services such as Google Docs and Google Photos. Google Drive is easy to get started with and is low-cost. However, Google Drive lacks the sophisticated law firm cloud storage features needed by most law offices. It’s simplicity may be its biggest drawback for law firms, but perhaps a viable option if your firm is already using Gmail/G Suite.
STAND-OUT FEATURES
- Integrated Google Docs for Web-based Document Editing
- Part of Google Workspace, Available for Individuals or Teams
- Lowest-Cost Option
PRICING
- 200 GB: $2.99 / Month
- 2 TB: $9.99 / Month
- 10 TB: $49.99 / Month
- 20 TB: $99.99 / Month
Dropbox
Company: Dropbox, Inc.
Class: Basic Cloud Storage
Overview
Dropbox was the first, and is possibly the most well-known basic cloud storage solution. It provides easy-to-use cloud storage for individuals or teams (organizations). Dropbox, like its counterparts, includes a web app (to store and open documents from a web browser) as well as a client for Windows, Mac, IOS and Android. Dropbox can sync your file system across multiple devices. This is handy for personal use, such as keeping your desktop and laptop in sync. However, when an entire organization’s file system is synced across many computers, conflicts and files becoming out-of-sync can be a common problem.
STAND-OUT FEATURES
- Turn Folders into ‘Spaces’ – With Descriptions and Notes
- Long-Running, Mature Cloud Storage Product
- Starter Plan is Free
PRICING
- Basic – Free
- Professional – $16.58 / Month (1 User)
- Standard – $37.59 / Month (3 Users)
- Advanced – $60.00 / Month (3 Users)
ShareFile
Company: Citrix
Class: Basic Cloud Storage
Overview
ShareFile, by Citrix, works to set itself apart as the business-class edition of an otherwise consumer-focused world of cloud storage. To its credit, ShareFile boasts enhanced security, options for compliance and enhanced workflow tools that allows users to create repeatable process for documents. ShareFile also serves as an easy but secure way to share files with outside parties. ShareFile is not, however, a full-fledged Document Management System and as a result lacks much of the nuanced functionality required by many law firms.
STAND-OUT FEATURES
- Additional Emphasis on Security Features
- Granular and Flexible User/Group Permissions
- Virtual Data Room Option
PRICING
- Standard – $50 / Month
- Advanced – $77 / Month
- Premium – $122 / Month
- Virtual Data Room – $338 / Month
Box
Company: Box, Inc.
Class: Basic Cloud Storage
Overview
Box is similar to its counterparts but also attempts to be the more business-class focused cloud storage service. Box describes its product as a platform where users can secure, share and edit documents and integrate with other cloud apps. Add-ons include a note-taking app, management tools for IT administrators and more. Like the others in this list, Box may work for a generic business but unfortunately lacks much of the legal-focused functionality required by law firms such as built-in OCR and matter-centricity.
STAND-OUT FEATURES
- Share Files With Outside Users
- Create Document Workflows
- Many Integrations with Other Application
PRICING
- Business: $15 / User / Month
- Business Plus: $25 / User / Month
- Enterprise: $35 / User / Month
Challenges With Cloud Storage in Law Firm
Cloud storage is secure, cost-effective and easy to implement. Even so, they come with challenges and drawbacks for firms larger than three or so people. Consider these limitations and drawbacks when evaluating cloud storage for your firm.
Document Management Systems for Law Firms
That concludes our list of the top Law Firm Cloud Storage platforms. If your firm is considering new cloud-based file storage options, we recommend carefully evaluating your firm's objectives and needs.
You may also find that you need a little more than basic cloud files and folders. Consider the advantages of a true Document Management System (DMS) for your law firm as well.
The right legal document management software can be as simple to use as basic cloud storage, but with additional tools and capabilities to manage documents (and email).
Frequently Asked Questions - Best Cloud Storage for Law Firms
Cloud storage offers numerous benefits for law firms, such as:
- Access to client, matter, and firm documents from anywhere.
- Access to documents without the burden of clunky VPN connections.
- Enhanced data security and compliance measures.
- Simplicity and ease-of-use, encouraging adoption across the entire firm.
Basic cloud storage provides simple, lightweight storage for a law firm’s documents and data, offering easy-to-use folder structures and file organization.
Examples include Microsoft OneDrive, Google Drive, Dropbox, and Box.com. Document management software (DMS), on the other hand, is a more comprehensive, robust system that not only stores documents in the cloud but also provides a feature-rich environment for managing those documents.
Features may include full-text search, document tagging, version management, and integrated email management.
Basic cloud storage platforms can be a good fit for smaller teams (law firms of up to 5 people). However, they may face challenges such as:
- Limited DMS features.
- Limited search capabilities.
- Common sync problems leading to inconsistencies in data from one person’s computer to another.
- No email management.
Law firms should consider their specific needs and requirements, such as:
- Web-based access to documents.
- Windows and Mac OS support.
- Organizing with folders/subfolders and by client/matter.
- Full-text search (documents & email).
- Microsoft Office integration.
- Complete data encryption and multi-factor authentication.
- Geographic data redundancy.
- Document version management and tagging.
- Permissions and access controls.
- Integrated email management.
Data security and compliance are essential for law firms because they store sensitive information and may hold data subject to regulations such as HIPAA, Sarbanes Oxley, or PCI Compliance.
A cloud storage service should have specific security measures in place, such as data encryption in-transit and at-rest, multi-factor authentication, and geographic data redundancy.
Looking for Document Management Software?
LexWorkplace:
Modern Document Management for Law Firms
LexWorkplace is document & email management software, born in the cloud and built for law firms.
Organize by Client & Matter
Organize documents, email and notes by client or matter. Store and manage all data for a case or project in one place.
Go Beyond Basic Files & Folders
Supercharge your firm’s productivity with true DMS functions.
- Version Management
- Document Tagging & Profiling
- Document Check-Out / Check-In
- Microsoft Office Integration
Search Everything
LexWorkplace is like Google for your law firm. Search across millions of pages, documents, folder email and notes in seconds. Refine your search by matter, document type, author and more.
Seamless Outlook Integration
Save emails to a matter without leaving Outlook. Saved emails are accessible to your entire team.
Organize Email With Folders & Notes
Organize matter-related emails into subfolders. Add notes to call out important emails.
Works with Windows and Macs
LexWorkplace is 100% compatible with Mac OS and Windows.
LexWorkplace Features
The legal industry has had to put up with dated, clunky document management systems for too long.
No more.
With LexWorkplace, you’ll have access to a wide range of features, including:
- A Terabyte of Storage: LexWorkplace starts with 1TB of storage for your firm, giving you plenty of room to grow.
- Advanced security: LexWorkplace encrypts your data in transit and at rest. It also includes enhanced security measures such as permission setting capabilities and two-factor authentication.
- Geographic redundancy: We have multiple independent data centers across North America. This means we can securely back up your data, so you can trust your data is available to you no matter what happens next.
- Document tracking IDs: Each file you save to LexWorkplace has a unique ID for easy document tracking.
- One-click functionality: LexWorkplace can help you move faster. View, edit, and save your documents with a single click, no re-upload required.
- Document check-in/out: Want to make changes to a document without others doing so at the same time? By checking out a document, you can make the changes you need to make without others on your team interfering. Then, just check the document back in when you’re finished.
- Version management: LexWorkplace will automatically track each version of your documents, so you can see when changes were made and by whom.
- Profiling and tagging: You can easily set document types and statuses for each of your files. Plus, you can create tags to keep documents organized based on your firm’s needs.
- Recent file prioritization: LexWorkplace will place your recent files front and center, so you can easily return to your work. Or, you can set certain documents as important for easy access.
- Email management capabilities: Easily save emails to each matter file straight from Outlook. Plus, LexWorkplace will provide instant deduplication, so you can avoid saving multiples of the same email. It’s a time-consuming process that LexWorkplace automates on your behalf.
Get in Touch
Want to learn more? Watch the demo below, or get in touch with our team to learn more about LexWorkplace for your firm.
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