I’ve been working in and through the “cloud” since before it was called the cloud.  My digital dictation and transcription tech is called an ASP.  I’ve been using it to work with various sized US based law firms since 2003.

In fact, I’ve written on this topic before.  See my post from March 2009:  3 Requirements For My Web Based Tech.

In a nutshell, here’s a few simple questions you can ask the sales rep or whomever you are speaking with at the start of the tech selection process:

1.  Where are your servers and my data located?

If the answer is not 100% in the US (or the country in which your practice is located), move along.

2.  What kind of security measures are in place for my data?

From the physical servers to the connections to your accounts, all access points to your data should be secure.  Every time you log in, you should see https (not http) at the beginning of the url.  The “s” means that the connection between your device and the website is encrypted and secure.  Other things to look for are display of certifications from companies like Thwate, Verisign and McAfee.  Listen to the 15 minute  LegalTypist BYOB podcast with Jack Newton of Clio to learn more about these types of certifications and why they are important.

3.  Are the servers geo-redundantly backed up to servers also located in the same country?

If there is no geo-redundancy, ok.  (That’s when back up servers are outside the same power grid as the main servers).  However, back up servers should also be within the same country as the main servers.

4.  Who is on staff to fix the servers should they go down?

If the answer does not start with “We have x number of engineers on staff…”  or “”those servers are hosted in a remote location; where the only people who can physically access them have biometric permissions in place” … move along.

5.  How do I retain local copies of my data?

If a cloud provider does not at least have in place a way to download your contact database into .csv format, that’s a huge warning.  Keep in mind that all cloud services are programmed differently – and since cloud means the software too – there is generally no way to manipulate your data outside of that particular service provider.  However, if you can get your data into .csv, chances are you can figure out a way (or pay someone) to populate much of it into a different program.

6.  Can I work off line?

Is there a way to download a full, local copy of your data that you use until you get back on line and update the cloud data? The answer is probably not.  However, desktop resident software companies are starting to notice the cloud and are now creating on line versions of their applications.

7.  How long have you been in existence?

The longer the better.  If you can get with sustained growth over time, that’s the best possible scenario.  The last thing you want is to select a service, take the time to load all your data, then train everyone (including yourself) on how to use it, only to have the company go belly up.

Of course, the above list is not the ONLY things you should ask – however, the answers to these 7 questions should give you a good feel for how seriously the company takes your privacy and the duty of confidentiality you have to your clients.

If you’re investigating a cloud service that I use and recommend, such as Clio or Sten Tel, know that these questions have been asked and answered to my satisfaction (or I wouldn’t be using/recommending them).

Hi Andrea, First let me offer congratulations on achieving the milestone of being in business for 9 years. Kudos to you and your entire team!

Okay, let’s see – actually, I know what to expect. We’ll be twisting and turning through a legal maze. My hat’s on tight, so let’s begin.

Q.    In your experience, what would you list as the most positive benefits of outsourcing work to Virtual Assistants for law firms?

Let me tell you a short story I’m sure you can recall from your experience working at law firms. The office manager contacts an agency for temporary assistance. Agency would describe “the perfect temp” who can be at your office shortly. Unfortunately, the manager discovers the temp possessed minimal legal assistant skills and after spending hours attempting to orient her to the firm’s layout, equipment, systems and procedures, she sends the individual back to the agency. The temp couldn’t adapt to office requirements. What a waste of time and energy, and the work still wasn’t completed. Additionally, the firm was required to pay for services NOT rendered. This cycle continues over and over.

Positive benefits of retaining the services of a Virtual Assistant include ability to hire niche-specific professionals, possessing extensive legal and administrative experience, and who are compensated ONLY for services rendered. VAs work with clients on an ongoing, collaborative basis, providing reliable support that is deadline driven.  The client is not responsible for personnel-related expenses associated with hiring and maintaining full or part-time staff, helps reduce overall overhead.

Looking at the problem from the broader office operations standpoint, law firms benefit from:

•    Minimum equipment and technology investment – VAs own their equipment.

•    Utilization of competence, experienced assistants – VAs bring experience from prior employment

•    Increase in quality of work – VAs are experienced in handling varying work requirements, and can adapt easily to office protocols

•    Quicker turnaround time – Work typically completed and available within 24-48 hours

•    Reduced recurring costs – Law firm is no longer responsible for salaries, benefits, facility costs etc.

Q.     What functions or duties do you feel work best in a Virtual Assistant/law firm relationship?

My short list of duties VAs can perform includes:

•    Litigation Support, inclusive of dictation and transcription services•    Calendar Management

•    Billing

•    Legal and Business Research Support

•    Database Management

•    Create and maintain filing systems

•    Assemble information for evidence books

•    Answer forwarded phones, arrange for courier pickups and deliveries, make travel arrangements, and order supplies, etc.

•    Coordinate with outside vendors for trial preparation

Q.      How would a firm or attorney go about locating a legal virtual assistant?

The firm’s representative can submit RFPs to virtual assistant organizations, ask for referrals from other firms/attorneys that utilize virtual assistants and/or google the phrase “legal virtual assistant”. The interview process is generally conducted by phone, and you would ask similar questions as for any potential staffing interview. Attorneys should understand that a VA is a business owner and not an employee and as a result will probably not provide a “resume”, but should be able to provide information about their experience and qualifications. I also recommend that the attorney visit the VA’s website to read about services offered and other related information.

Q.      Is there anything an attorney should be cautious of when hiring a legal virtual assistant?

Yes, one major caution is to determine if the attorney is “a micromanaging attorney”. S/he probably wouldn’t be an ideal candidate to work with a VA. Now I know that wasn’t the focus of the original question, but I feel it needs to be mentioned. Micromanagers are often unwilling to “let go” and want to know how the work is being processed, why it’s not ready “now”, and often change their minds at a moment’s notice. These personality types usually aren’t best suited to work with VAs, because VAs are independent thinkers, workers, and are not employees. They set their own schedules (meeting deadlines, of course), and shouldn’t be expected to “drop everything and switch gears at a moment’s notice”.

Now back to the original question –

When completing the interview process, inquire about the VAs confidentiality and security provisions. Ask to see the particular clauses that are included in their Agreements. Ask integrity-related questions and hold a conversation about different scenarios that may arise when confidentiality and integrity could become issues. Evaluate their responses.

Verify the VAs credentials – experience, training, etc. If the VA cannot document their experiences and/or credentials, I’d be a bit concerned.

Q.      Are legal virtual assistants limited to working with solo/small firms?

Absolutely not!

VAs are eager and qualified to work with law firms of varying sizes. Many solo practitioners may choose to work with solo practice VAs, but there are also many VA companies that utilize the “team” or “multi-VA practice” concept, which consists of VAs partnering together so they can service large firms. These VA businesses would able to meet the requirements of larger firms.

Andrea, I hope I have responded to your questions adequately. As a virtual assistant that also supports law firms, I recognize the need to spread the word about our industry, especially amongst law firms seeking to reduce overhead and yet maintain a quality work product. Virtual Assistants are a viable solution to this ongoing problem.

Before leaving, let me mention that today is Administrative Professionals Day, so I’d like to congratulate all the Admins for your contributions to the offices and staff you support on a day-to-day basis. May 21st is International Virtual Assistants Day (IVAD), when VAs celebrate the virtual assistant industry and our contributions to the growth and development of businesses, worldwide.

Yesterday we visited Lisa Olinda at Olinda Services. Our next stop is actually home (OIVAC), where we will host a general conversation about the convention and answer questions from visitors. So, stop on by and ask questions about the upcoming convention and our sterling list of presenters.

Sharon Williams is President of The 24 Hour Secretary and chair of the Online International Virtual Assistants Convention. Don’t forget to stop by OIVAC and checkout our lineup of savvy business owners. Visit the schedule and register for the Technology or Business/Marketing Tracks to propel your business to its next plateau.

Today marks 9 years in business for LegalTypist!

I can’t believe how fast the time has flown by.  Seems just like yesterday  I was a single VA struggling to stay on top of the workload of 7 attorney/clients when Susan P contacted me and forever changed my vision of LegalTypist.

Jump forward seven and a half years, and we have not only Susan, but Tracy, Cynthia, Keri, Elaine, Faith, Sue Mac, Delilah, Mary and Charla (to name a few of the Digital Assistants) who stay on top of the workload of dozens of law firms and hundreds of attorneys stretched across the US.  LegalTypist would not be the company it is or be able to offer the services it does without these hard working women.  I give thanks for them every day.

Now, on to the fun stuff for you readers – in honor of LegalTypist’s birthday (and steady growth for the past 9 years), I’m giving stuff away:

First for the lawyers, managing administrators and overworked assistants in law firms today:  get a free digital workflow today only.

Anyone who signs up for an account (by calling Tracy at 866-848-2195 x104) from 9am to 5pm ET on April 16, 2010 – will receive their digital workflow and tech set up at no charge (a $99 value). The tech to which I refer allows any attorney to securely get their work done from any telephone or internet connection.  No steep learning curve, no downloads or installs.  If you can dial a phone and speak your needs, you’re good to go!

Solos use LegalTypist when they don’t have physical space for an in house assistant, time to interview or the patience to train someone to get the work done.   Larger firms use LegalTypist to remove the time consuming task of initial drafts transcription off of the in house assistants – instantly freeing up hours of time each day they can be working on things only those in house can do.

Next freebie:  I have 2 licensed copies of NitroPDF to give away.  Anyone who leaves a comment today (4/16/2010) will be entered to win a copy.  Since not too many people tend to comment on this blog, your chances of winning are probably pretty good! ;)

So lawyers, office administrators, paralegals and legal virtual assistants – help me celebrate 9 years of successful biz by leaving a comment if you want to be entered to win a fully licensed copy of NitroPDF and/or by calling Tracy at 1-866-848-2195 x104  to get your practice set up with a free digital workflow.