Is Cloud eDiscovery Safe? 4 FAQs Every Small Law Firm Has

01 February 2019 by Anith Mathai cloud eDiscovery security

Takeaway: Cloud eDiscovery is simple, safe and reliable. Cloud providers have (1) State-of-the-art equipment that keeps eDiscovery software running dependably – 24/7, (2) Advanced security systems to protect your data, and (3) Highly skilled engineers to handle technical issues, so you won’t have to. Plus, they’re kept in check by laws, regulations, and service-level agreements.

Cloud eDiscovery is transforming small and solo law firms.

eDiscovery software used to cost thousands of dollars, which priced small law firms out of the market. But the Cloud levels the playing field. Because, smaller firms can now use Cloud eDiscovery for as little as $27 a month.

Still, many attorneys are skeptical of the Cloud.

It’s relatively new. There’s a lot of technology involved. And someone else controls it. So, can we really trust it?

Let’s take a look at 4 frequently asked questions…

…and their simple answers.

Question 1: “Don’t I need to be tech-savvy to use the Cloud?”

Absolutely not. In fact, if you use Dropbox, Google Drive, or any Apple product, then you’re already in the Cloud. The concept is simple: Software giants like Amazon and Google lease storage and computing power to businesses all over the world. And their thousands of interconnected servers form a public ‘cloud.’ Your eDiscovery provider uses this Cloud to store your data and run your eDiscovery software. And they take care of all the technical issues. So, it’s actually simpler than if you installed the software on your office computer. Because then, you’d need to install updates, troubleshoot crashes, and worry about security. With Cloud eDiscovery, you just open your web browser and log on to the software. It’s like checking email. Learn more about simple eDiscovery.

Question 2: “Will my data stay private? Will it be safe?”

Cloud providers have advanced security in place.

  • They protect your data from physical damage (fires, floods, etc.). And they have generators to make sure their servers are always powered up.
  • They protect your data from intruders and hackers. They do rigorous background and security checks for employees and IT professionals that come in contact with their servers. They use technology like encrypted biometric identification to make sure only authorized vendors are connecting to their servers. And they regularly test their software and hardware to make them hack-proof.
  • They encrypt your data. And when you want to delete it, they use crypto-shredding to delete the encryption keys. This guarantees that your data is wiped thoroughly. Also, they mask (i.e., hide within random characters) vital information like credit card numbers.
  • They have advanced data recovery tools to retrieve your data if it gets lost. And they make sure your data doesn’t get mistakenly corrupted, edited, or mixed up with other users’ Cloud data.

Question 3: “What if I get cut off from my data?”

This almost never happens. Cloud servers do go down, but since there are so many servers in the Cloud, when one goes down another takes over. So, you won’t even notice. In fact, many providers have a ‘99.99% availability’ clause in their contracts. But, here are some precautions you can take anyway.

  1. Research your Cloud provider. What’s their reputation like? How often have they gone offline? If they’re a smaller company, do they have a sustainable business model?

  2. Backup your data from time to time.

  3. Use Cloud-monitoring tools to catch downtime quickly. They’re a way of keeping an eye on your data and applications in the Cloud.

Question 4: “Who’s overseeing all of this? Are there rules in place?”

Cloud providers are bound by laws, regulations, and service-level agreements (i.e., agreements between your Cloud- and eDiscovery-providers). In the US, for example, there’s the Payment Card Industry Data Security Standard (PCI DSS). It covers best practices for security and privacy when making online payments. Many countries also have laws about audit trails – which are strict digital records of everything that’s done to your data. These laws and regulations keep Cloud providers disciplined. Often, more disciplined than law firms that don’t use Cloud eDiscovery and instead store data on their own servers.

Need safe, dependable eDiscovery? Try GoldFynch.

It’s affordable Cloud-based eDiscovery software designed for small law firms like yours. And it has some cool features.

  • It costs just $27 a month for a 3 GB case: That’s far less–every month–than the nearest comparable software. And hundreds of dollars less than many others. With GoldFynch, you know what you’re paying for exactly – its pricing is easy to understand and readily available on the website.
  • It’s simple to budget for. GoldFynch has a flat, prorated rate. With legacy software, your bill changes depending on how much data you use.
  • It takes just minutes to get going. It runs in the Cloud, so you use it through your web browser (Google Chrome recommended). No installation. No sales calls or emails. Plus, you get a free, fully-functional trial case (0.5 GB of data and processing cap of 1 GB), without adding a credit card.
  • It can handle even the largest cases. GoldFynch scales from small to large, **since it’s in the Cloud. So, choose from a range of case sizes (3 GB to 150 GB, and more) and don’t waste money on space you don’t need.
  • Access it from anywhere. And 24/7. All your files are backed up and secure in the Cloud.
  • You won’t have to worry about technical stuff. GoldFynch is designed, developed and run by the same team. So, the technical support isn’t outsourced. Which means prompt and reliable service.

Want to find out more?

For more about eDiscovery for small law firms, check out these articles.