Your business has probably shifted most of its technology use to the cloud to save money and be more efficient. The question is no longer why you should move to the cloud, but how you can make the best use of corporate legal software for document management and other tasks. Over the years you may have installed several solutions, leaving your staff with various logins for different tasks and making big picture reporting difficult.
What is Software-as-a-Service (SaaS)?
SaaS is software that resides not on your computer or a physical on-premise server, but in the cloud. Most software that businesses use today falls into this category. G Suite and Microsoft Office 365 are examples of SaaS solutions.
The old model of purchasing one piece of software for one computer is dead, with very few exceptions. With SaaS, you only pay for the number of users and any custom programming your company may need for the initial setup. In addition, SaaS solutions can be accessed from anywhere in the world your employees can log on to the Internet.
It is now widely accepted that using cloud technology keeps business agile and disaster-proof. In many cases, it is also more affordable than legacy software and hardware solutions. IBM lists flexibility, agility, and strategic value as the three main benefits of cloud computing.
Untangling Your Patchwork Quilt of SaaS Solutions
People who work in corporate legal departments resent being labeled as Luddites. Nobody is more interested in working more efficiently than a lawyer with cases and contracts clogging up their inbox. The problem with legal department technology use is not its rate of cloud adoption, but its use of many different solutions.
One app may keep track of hours and another may be used for document management. Most cloud technology solutions that corporate legal departments are using are designed for law firms, which means vital features may be missing. The same solutions will contain features you will never use, such as billing and various marketing features.
Your current software may not meet data privacy regulations in Canada or globally, such as PIPEDA and the GDPR. Your legal department is better off with one SaaS solution designed specifically for the corporate legal department.
Cloud Security: A Necessity for any SaaS Solution
Untangling Your Patchwork Quilt of SaaS Solutions
Another problem with different solutions for different tasks is that security could easily be lacking with one or more of those solutions. Since most files that a legal department handles are sensitive in nature, every solution should be locked down with as much security as possible. File access control should also be in place so that only relevant users can log in to projects or files. Cyber security measures are a proactive measure to keep your business from violating data privacy regulations; preventing a security breach in the first place rather than reacting to it after the fact is always advisable.
Here are some of the security items you should look for in a SaaS solution for your legal department:
Simply signing in with a password and username is not enough to make logins safe. Two-factor authentication prevents security breaches by requiring an additional piece of information to log in to an account. It can be a code sent by text, a physical USB key that will only allow a login if it is plugged into the device you are using, or other items. This reduces the possibility of breaches as an attacker would have to have not only your password and username, but the second part of the authentication as well.
The solution itself should be hosted on servers which are certified to the ISO 27001 international standard. The standard guarantees a set guideline is followed for data safety and various control measures. It should also undergo internal security testing as well as occasional intrusion testing. While most SaaS solutions have various security measures in place, most are hosted with Amazon Web Services (AWS) rather than being privately hosted; that is much harder to find and adds an additional level of security as the company has complete access control.
Cyber security is almost as important as functionality for a corporate legal department. Indeed, the argument for not moving paper files to digital in the initial days of Internet use was that it was less secure. Back then, that actually may have been the case. Today, there are so many security measures that digital storage is actually more secure – and disaster-proof – than paper files.
DiliTrust Governance is designed by people who have worked in corporate legal departments to handle everything you require, including contract management, workflow validating, and archiving of all legal files and data. It offers clear reporting on all of the activities and cases in your corporate legal department. Contact us today to find out how you can get DiliTrust Governance to handle everything your corporate legal department requires.