Should a small Irish law firm move its case management system and client files off the office server and into the cloud?

The short answer: For most small Irish law firms, yes, but in stages. Client documents and email usually move well to Microsoft 365, using SharePoint and OneDrive. Case management software is different, because it depends on your vendor. Some systems have a hosted or cloud version, while others still need a server. So, a law firm cloud migration starts with your software provider, not with the files. Above all, security, access control and backup need planning before anything moves.

This guide is for small and mid-sized solicitors’ practices in Meath, Cavan, Westmeath, Louth and Dublin. In particular, it suits firms with an ageing office server.

Why an ageing office server is a risk

Many practices still keep case files, precedents and accounts data on one server in a back room.

For example, Microsoft’s lifecycle page shows extended support for Windows Server 2016 ending in January 2027. After that date, the server no longer receives security updates. In addition, a single server is a single point of failure. A failed disk, a power surge or a break-in can stop the whole office.

That said, replacing the server like for like is not the only option. A law firm cloud migration can remove the server entirely, or shrink what it has to do.

What moves well in a law firm cloud migration

Documents and email in Microsoft 365

Correspondence, precedents and matter folders usually suit SharePoint. Each matter or team can have its own library, with permissions set per group. Meanwhile, OneDrive suits personal working files. Our guide to sharing client documents securely covers how to structure this.

Case management software in a law firm cloud migration

This is the part that needs the most care. Some practice and case management systems offer a hosted or cloud version. Others still need a local server and database. Therefore, check with your software provider before you plan anything else. A Law Society practice note tells firms to “Clarify whether data is stored by server or cloud”.

What to check with your software provider

Before a law firm cloud migration goes ahead, ask your software provider these questions in writing:

• Is there a hosted or cloud version of the system, and is it suitable for a firm of your size?
• Where does the system store client data, and is it inside the EEA?
• How is your data backed up, and how would you get a copy back?
• Will your existing matters, documents and accounts history move across?
• What will it cost, and what does the move involve?

Data location matters under GDPR. The Law Society’s data protection guide for small firms covers this. It calls US-hosted data “a transfer to a third country requiring a lawful mechanism”. Similarly, its IT procurement guidance suggests asking how data “will be returned, migrated or securely deleted” if the relationship ends.

Security and access control in a law firm cloud migration

Moving to the cloud does not make files safe by default. Equally, it can be safer than an office server when it is set up well. The Law Society’s cyber security essentials point out that someone must agree on the “200+ settings in your tenancy”. For a law firm cloud migration, the key settings usually include:

• Multi-factor sign-in for every account, with no exceptions for partners.
• Permissions by matter, team or practice area, not one shared folder for everyone.
• Conditional access rules, depending on your Microsoft 365 licence, to block risky sign-ins.
• Limits on external sharing, so client files only leave through approved links.
• Firm-owned, encrypted laptops. The Law Society says storing data on personal devices “should be forbidden”.
• Same-day removal of access when someone leaves the firm.

The Data Protection Commission’s data security guidance raises a similar point. It asks whether you are “satisfied that their security procedures are adequate”. Email security matters too, given how often conveyancing email fraud targets solicitors.

Backup for client files and email

Microsoft keeps your service running, but that is not the same as keeping your own backup. As the Law Society puts it, “Don’t assume that your data is backed up by your cloud provider”. Consequently, after a law firm cloud migration, a separate Microsoft 365 backup of email, OneDrive and SharePoint is worth having.

However, Microsoft 365 backup does not cover everything. Case management data, accounts software and any files left on local machines may need their own backup. Backup needs depend on where your data lives. Our guide to law firm backup and recovery explains how to test restores.

Working remotely and from court

One clear benefit of a law firm cloud migration is access away from the office. A solicitor in court can open a matter folder on a laptop, without a VPN back to the server. Likewise, staff working from home see the same files and permissions as in the office. For court days, it helps to sync key matter folders for offline use.

Law firm cloud migration steps and what to plan for

1. List what is on the server now: documents, case management, accounts, scanned files and old archives.
2. Confirm with your software provider what can move, when and how.
3. Tidy and archive old data first, rather than moving clutter.
4. Design the SharePoint structure and permissions before copying anything.
5. Turn on multi-factor sign-in, conditional access and backup.
6. Move a pilot group, check everything works, then move the rest of the firm.
7. Keep the old server read-only for an agreed period, then retire it securely.

Also plan for staff training and a quiet week for the cut-over. Check that scanners still save to the right place. The Law Society’s procurement guidance asks whether a move will be “‘big bang’ or a gradual migration”. For most small practices, gradual is easier.

How Sweeney Computer Services helps with law firm cloud migration

Oliver Sweeney founded the company in 1985. Today, we support more than 50 businesses and more than 10 schools from Hurdlestown, Kells, Co. Meath. We plan and carry out Microsoft 365 moves for solicitors and law firms, working alongside your software provider. Then we look after security and backup through Managed IT Support.

Our plans are Silver at €49, Gold at €69 and Diamond at €89 per user per month, excluding VAT. We bill Microsoft 365 licences separately. Gold includes email security, phishing awareness training and unlimited on-site call-outs. See our pricing page for details. Our helpdesk is open Monday to Friday, 9am to 5:30pm.