Dropbox for Law Firms

Let’s explore the benefits and best practices of Dropbox for Law Firms.

As a law firm, you generate a lot of files each day, from client intake forms to contracts. The best solution for the care and keeping of these files is cloud-based file storage. And a quick online search for cloud file storage will inevitably lead you to Dropbox.

Although Dropbox is a leading provider of cloud storage, is it the right solution for your law firm? That depends on various factors that we’ll discuss in this article.

If you’re considering Dropbox, this guide will provide you with answers to:

Dropbox has provided excellent cloud storage for a long time. However, cloud storage may not be your best option… Read on to understand Dropbox’s use for Law Firms and its limitations.

The Advantages of Law Firm Cloud Storage

The traditional method of storing files requires costly and cumbersome servers. Modern law firms are making the switch to the cloud — and for good reason.

There are many benefits to using a cloud-based storage solution:

How Does It Work?

Cloud-based storage, such as Dropbox for law firms, works by saving files to a remote file system instead of your computer’s hard drive or local storage device. When you need to access a file, you’ll do so by using an internet connection to open an app or find the file via your browser.

The key to using cloud-based storage tools is finding the right solution for your firm.

While some tools such as Dropbox might work well for solo attorneys, small to large firms may require something more business-grade or even a full-fledged document management system.

Introduction to Dropbox for Law Firms

When it comes to cloud-based storage, in general cloud storage platforms fall into two categories:  basic cloud storage and full-blown document management systems.

We’ll compare and contrast these two fundamentally different classes of cloud storage.  For now, know that Dropbox falls into the basic cloud storage class.

Dropbox is a cloud-based file storage tool available to businesses and individuals alike. Here’s how it works.

You simply upload your files to your Dropbox and share them with others. To access them, you can use either the native Windows or Mac OS app, access your Dropbox account via a web browser, or through the Dropbox app.

Dropbox for law firms, provides a folder system similar to other tools like Microsoft OneDrive and Google Drive. Dropbox requires you to create your folder/subfolder structure for things like:

Dropbox for law firms also works on various operating systems, including Windows 8, Windows 10, and Mac OS.

Dropbox for Law Firms – Features

For solo attorneys and small law firms, Dropbox offers a number of features.

Pricing

There are various pricing plans, depending on how you plan to use Dropbox. For example, as a solo attorney, you can choose between Personal Plus or Business Professional, $9.99 per month or $20 per user per month, respectively.

Of course, you can use the Basic account for free, but you’ll only have 2GB of storage space to use and limited features. If you plan to use Dropbox, we recommend investing in a monthly plan.

Pros & Cons of Dropbox for Law Firms

Dropbox truly does offer a wide range of features that can benefit law firms. Yet, just like any other file storage service, there are specific pros and cons.

A Note About HIPAA

If your firm handles medical malpractice, personal injury, or insurance defense cases, or if you work in any area of law where looking at patient records may occur, HIPAA compliance in document storage and sharing is critical.

Unfortunately, you won’t have access to HIPAA compliance capabilities without a Business plan.

Dropbox for Law Firms – The Setup Process

If you decide to go with Dropbox, or any other cloud storage, you will need to be prepared to set it up in a way that works for your law firm. On the contrary, having a legal-centric solution (such as LexWorkplace), allows you to utilize software that is already built with law firms in mind.

Creating Your Account

If you’re going to be using Dropbox for the first time, you’ll need to create a new account for your law firm. If you’re a solo attorney, we recommend signing up for the Business Professional for Individuals account to get the most out of the solution.

Folder & File Structures

Once you finally get into Dropbox, you can start to set up your folders that will organize your files. The best course of action is keeping things as simple as possible inside Dropbox as it tends to get cluttered over time.

Here are a number of strategies you can implement regarding creating a top-level folder framework when implementing Dropbox for your law firm (you can apply some or all of these for your law firm).

In the example of a Clients > Matters hierarchy, you’d create a folder per defined project or matter under each client.

You can store client-level, non-matter specific documents at the top of the client folder, but should work to keep matter-specific records within the appropriate matter folder.

7 Expert Tips for Using Dropbox for Law Firms

Want to learn how to use Dropbox like a pro? Here are some additional tips and tricks you can use once you set up your account:

Alternative Cloud Storage Options

While Dropbox is often considered the namesake for Cloud Storage, you have other options that you may find better suit what you’re looking for.

As utilization of the cloud becomes more and more commonplace, you can expect more options than we cover to continue popping up. Each platform has its pros and cons, and ultimately, whichever solution you choose should reflect the needs of your law firm.

Of course, we would recommend that you go for document management software that was specifically designed for law firms like yours, but if cloud storage is something you have your heart set on, the next best process is to determine which features you value the most.

The alternatives we’ll cover are OneDrive, Google Drive, Box, and SharePoint.

Here are the main features to consider:

By carefully evaluating these features and factors, a law firm can select a cloud storage solution that best fits its needs, ensuring data is securely stored, easily accessible, and effectively utilized.

With those features in mind, let’s look at…

The Alternatives to Dropbox:

While you’re considering the best option for cloud storage, perhaps an even better question is if cloud storage is actually the best option for your law firm altogether.

With that being said, let’s talk about…

Cloud Storage vs. Document Management Software

Basic cloud storage, like Dropbox, has the potential to be sufficient for solo attorneys who need a simple file management solution at a low cost.

Firms with three or more people, high document volume, or a large client base should consider something more law firm business-grade, most likely a full-fledged document management system such as LexWorkplace.

Types of Cloud-Based Storage

It’s important to know that cloud file storage and document management systems are not the same thing.

To make sure you select the right cloud-based storage tool for your firm, let’s discuss the differences between simple cloud storage and robust cloud-based document management systems.

Simple Cloud Storage

Simple cloud storage tools (also known as consumer-grade cloud storage tools) do one thing: store your files. Think of them as the simple two-pocket folder you used to carry around in school. These tools don’t have a ton of features. Instead, they enable you to store your files simply for easy access from anywhere.

Examples of simple cloud storage tools for law firms include Dropbox, Microsoft OneDrive, and Google Drive. All of these have the same benefits in common. For example, they’re all simple to set up and use and offer free or low-cost options to fit your bottom line.

Unfortunately, these simple tools are often not enough for law firms. They don’t deliver features such as version tracking, email management, compliance assistance, file profiling, and more that are critical for growing firms.

Cloud-Based Document Management Systems

The opposite of a simple cloud storage tool is the complete cloud-based document management system or DMS. Not only does a DMS help you store your files, but it also helps you manage them properly within the cloud.

Document management systems include additional features such as file indexing, version management, document check-in/out, and document alerts. Even if the simple storage tool offers basic versions of these tools, they often fall short when it comes to managing the sheer number of files a law firm creates each week.

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.

When to Avoid Dropbox and Basic Cloud Storage

If you’re a firm that includes multiple attorneys and staff members, a document management system (DMS) might be the best choice. Even if you’re a solo attorney, if you’re looking to grow, you’ll eventually need more than Dropbox can offer you.

It might be best to move forward with a DMS now, instead of needing to migrate in the future.

Features of a DMS

As we said earlier, a DMS is a more robust document management solution. While a DMS will store all of your files in the cloud, it will also provide additional features, including:

Pros and Cons of a DMS

If you’re still trying to decide if implementing a DMS is the best next step for your firm, a quick overview of the pros and cons can help.

We believe the benefits of a DMS make the investment and data conversion more than worth it. A DMS provides centralized cloud storage for easy access for everyone on your legal team. It’s completely secure and scalable to meet the needs of any growing firm and syncs seamlessly between all of your devices.

How Much Will a DMS Cost?

It’s true that you’ll need to pay more for the features included within a DMS versus simple file storage. And that price depends on which DMS you choose. For example, the LexWorkplace base package is $395 per month for 1TB of storage.

How Do I Choose the Right DMS for My Law Firm?

First, you should determine what functionality your firm needs to do your day-to-day work. It’s best to involve your team, including paralegals and administrative staff, in this process to ensure everyone’s needs are considered.

With a list in hand, you can begin your search. We recommend selecting a matter-centric DMS tool that’s built for law firms. After you find a likely candidate, check out a demo to see how it might work in your firm.

To further facilitate this comparison, we have created a comprehensive Document Management Software Comparison Chart.

Here’s a taste.

Your job is to use the provided chart to match your top-priority feature requirements with the features detailed in the chart. By doing this, you can determine which software is the most suitable for your firm’s specific needs.

How Hard Is It to Migrate From My Current System to a DMS?

Many attorneys are often concerned about the migration from a current system to a DMS. And although it does take time and effort, a solid DMS tool and supportive vendor should simplify the process.

For example, at Uptime Legal, we provide migration, training, and support on your behalf. Other DMS software companies require you to hire an outside, third-party consultant.

As you make this transition, you can also take an important step toward becoming a virtual law firm.

WHAT’S NEXT

Frequently Asked Questions – Dropbox for Law Firms