About the Client
As a small legal startup, determining what technology is required is difficult. There are no shortage of opinions and options available. With technology not being the firm's' expertise, where to start is a problem. Is the cloud safe, who should host email? Is PCLaw the best option? Can remote legal staff be secure while working remotely and when necessary.
What's needed is a team to assist with what the options are. So, an informed decision can be made. IT decisions for the firm will be a joint decision between attorneys.
A startup legal team of 4 staff. This includes two litigators, a law clerk, and a paralegal. A full service IT department in downtown Toronto is important. An IT firm dedicated to lawyers is required. The firm will have a remote law office in Niagara Falls.
The solution needs to be right, but cost effective.
The Working Challenge
The legal firms' expertise is not technology. There are many choices of which technology will work best due to the size of the firm. Costs have been estimated but not finalized. Both lawyers are not tech-savvy and will require some additional support. Remote staff will require secure access to legal documents and secure email 24 / 7.
The law office at 333 Bay Street Toronto, will not accommodate onsite services. The remote office in the Niagara Falls region must have the same IT services available for the legal firm.
Budget for all IT costs, one-time fees: 25k
Budget for monthly IT services: $1,500.
The firm is open to use the cloud but under controlled conditions. The law clerk has working experience with PCLaw, Time Matters, and Worldox.
Law Firm IT Services
Selenium Group implemented a full-it service solution for the law firm. All legal staff requirements were met and IT training completed. Law firm cyber security training provided by Selenium at no added cost.
Microsoft Office 365 chosen to manage all emails communications. Implementation of Microsoft 365 with a third-party spam and virus service added. Selenium Group to provide additional email journaling and archiving for free. All emails in and out of the organization will be audited quarterly. Backed up daily, with version controls. Backed up to two alternate disconnected locations.
MFA For Email Security
Multi-factor authentication set up for email access. All passwords to be managed for security using a password manager. In this case, 1Password chosen as the vendor.
Mobile Protection & Audit controls
Apple iPhones were approved with the use of advanced mobile protection. Sophos installed and configured for secure mobile email, for all law staff. Secure containment of confidential legal documents approved and set up on smartphones. Protecting client confidential materials.
Windows 10 desktops with Sophos Advanced Intercept X installed. Discount offered through Selenium's strategic sourcing services. Purchasing and acquisitions saved the firm 12%. No set up fees applied.
Monitoring configured for Selenium's Security Operations Centre. Law firm communication protocol for incidents approved.
Server and Virtual Machine Service
A dedicated Windows 2019 server was provided by Selenium Group. Located at the data centre, 151 Front Street. A co-location cost is added, but is more cost-effective than a Microsoft Azure VM.
Maintenance schedules for server and windows 10 vm's approved.
IT Change Management directives completed and approved of by legal partners.
MFA For Desktop and VM Security
Multi-factor authentication set up for all access to virtual machines at co-location. Implementation of DUO MFA approved for all legal staff vm's.
Practice Management Software
PCLaw and Worldox implemented. Managing the legal firm's accounting requirements.
Worldox chosen as the document management system based on the law clerk's experience.
Selenium has years' of experience with PCLaw, and Worldox. This was a driving force of the selection.
Business Continuity Plan & Disaster Recovery Plan
A dedicated plan was created with a quarterly testing service implemented. Checklists on requirements for testing approved.
Service added to clients service portfolio and no added cost.
Law Service Data Backups & Server Replication
A dedicated backup service to manage all attorney-client data was configured. Data to be backed up at 2 segregated locations.
All Virtual Machines to be replicated to an alternate location. With a dedicated DR service with a 2-hour return to operation (RTO) timeline.
Selenium delivered the entire service under budget. With a cost savings over 30%.
Monthly service fees were under budget at $1,000 per month, with room for two additional staff.
Cyber security training provided for firm at no added cost for initial contract.
Selenium to provide ongoing Phishing testing.