What should a law firm look for in an IT provider?
A law firm should look for an IT provider that understands legal technology, protects confidential client information, maintains reliable backups, provides responsive support, and can demonstrate that critical maintenance and security tasks are being completed.
For small and midsize law firms, technology is essential to everyday operations. Attorneys and staff rely on access to case files, practice management software, email, billing systems, and secure client communications.
When these systems fail, productivity suffers. When they’re not properly protected, the consequences can be much more serious.
Here are five things Minnesota law firms should consider when evaluating an IT provider.
1. Cybersecurity that protects confidential client information
Law firms handle sensitive information every day, including contracts, financial records, personal identifying information, and confidential legal communications.
Minnesota Rule of Professional Conduct 1.6 requires attorneys to make reasonable efforts to prevent unauthorized access to or disclosure of information relating to client representation.
Your IT provider should help you understand your firm’s cybersecurity risks and implement appropriate safeguards, including:
- Multi-factor authentication (MFA) and secure access controls
- Endpoint protection and email security
- Regular security updates and vulnerability management
- Microsoft 365 security configuration and monitoring
- Employee cybersecurity awareness training
- Robust and documented ongoing maintenance plans for all systems and software
- Incident response planning
These protections shouldn’t be implemented once and forgotten. Cybersecurity requires ongoing monitoring and adjustments as threats and business needs change.
Question to ask: “How do you verify that our security controls are working and being maintained over time?”
A good provider should be able to explain what’s in place, how it’s monitored, and how your firm is informed about potential risks.
2. Experience with legal software and cloud migrations
Law firms depend on specialized applications for practice management, document storage, time tracking, billing, and client communication.
Many are also transitioning from traditional on-premises software to cloud-based platforms.
While cloud solutions can offer greater flexibility, selecting and implementing the right platform requires careful planning around security, compatibility, data migration, and employee workflows.
Your IT provider should help you evaluate your options, not just install the software.
How CTS helps law firms navigate cloud migrations
CTS has worked with law firm clients that are currently navigating, or have recently completed, transitions from on-premises applications to cloud-based solutions.
The CTS team has helped these firms identify platforms that fit their operational needs while incorporating cybersecurity best practices.
That involvement has included participating in vendor calls during the evaluation process, reviewing proposed solutions, supporting implementation planning, and working with clients and vendors after onboarding.
In some cases, CTS has gone a step further. With permission, the team connected law firm clients navigating similar decisions so they could share experiences and learn from one another during the platform selection process.
It’s an example of how the right IT relationship can provide value beyond technical support.
Question to ask: “Will you help us evaluate and implement new legal software, including working directly with vendors?”
Even if your firm isn’t planning a software migration today, having an IT provider who can guide these decisions will be valuable as your needs evolve.
3. Reliable backups and disaster recovery planning
What would happen if your law firm lost access to its files tomorrow?
A hardware failure, ransomware attack, or accidental deletion could prevent employees from accessing important case information.
Most business owners assume their data is being backed up. But how do they know?
According to Xachary Dinsmore, CEO of Computer Technology Solutions, backups are one of the most commonly overlooked areas when evaluating an organization’s existing IT environment.
“Business owners often assume their backups are happening, but we regularly find that they aren’t running or properly configured. Even when clients receive backup reports, they may not know whether those backups actually cover everything that matters.”
A backup system can appear to be functioning while still failing to protect critical information. Some files or applications may be excluded, or recovery procedures may never have been tested.
Your IT provider should be able to explain what is backed up, how frequently backups occur, and how quickly your firm could recover from an outage.
Question to ask: “If we needed to restore our systems today, could you demonstrate that our backups are complete and recoverable?”
A dependable provider should have documented procedures and regularly test its ability to restore critical systems.
4. Documented maintenance and accountability
One of the biggest challenges with outsourced IT is knowing what’s happening behind the scenes.
Your computers may be working. Employees may be satisfied with support. You may rarely experience major outages.
But does that mean your technology is being maintained properly?
Not necessarily.
CTS frequently encounters businesses that have invested significant money in technology but lack consistent standards for how their systems are configured, secured, and maintained.
Common problems include outdated server infrastructure, inconsistent network configurations, firewall rules that haven’t been reviewed, former employees retaining access to systems, and missing vulnerability assessments.
Many of these issues aren’t visible to business owners until something goes wrong.
As Dinsmore explains:
“Many businesses assume their IT provider is taking care of everything, but they don’t necessarily know what that includes or how to verify it’s being done.”
This is why documented processes and accountability matter.
At CTS, ongoing maintenance is a defined part of the managed IT approach. The CTS VIP managed IT program includes 194 recurring maintenance and monitoring tasks, along with annual technology assessments covering up to 420 checkpoints.
These processes help identify potential issues, maintain consistent standards, and give businesses greater visibility into their technology environments.
Question to ask: “What maintenance and security tasks are you performing for our firm, and can you show us how they’re documented?”
Your IT provider should be able to demonstrate the work being done, not simply reassure you that everything is covered.
5. Responsive support and strategic technology guidance
When an attorney can’t access a critical document before a hearing, waiting hours for technical support isn’t ideal.
Law firms need an IT provider that understands the business impact of technology issues and has clear processes for prioritizing urgent requests.
But responsive support is only part of the equation.
A strong IT provider should also help your firm plan for future technology needs, whether that’s replacing aging equipment, evaluating cloud applications, improving security, or budgeting for upcoming investments.
For smaller law firms without internal IT leadership, this guidance can be especially valuable.
Questions to ask:
- How do you prioritize urgent support requests?
- Is onsite support available when necessary?
- How will you help us plan and budget for technology over the next one to three years?
- What’s included in our monthly agreement, and what costs extra?
The goal is to find a provider who can solve today’s problems while helping your firm make better technology decisions for tomorrow.
Why local IT support matters for Southern Minnesota law firms
Many technology issues can be resolved remotely, but equipment replacements, network troubleshooting, office moves, and other projects may require onsite assistance.
Computer Technology Solutions is headquartered in North Mankato, Minnesota, and serves businesses all over southern Minnesota.
Founded in 2003, CTS provides managed IT services, cybersecurity solutions, and technology consulting to businesses throughout Southern Minnesota. Its experience includes helping law firms navigate legal software transitions, evaluate cloud solutions, and maintain secure, dependable technology environments.
Frequently Asked Questions About IT Support for Law Firms
What type of IT support does a small law firm need?
Small law firms typically need reliable help desk support, cybersecurity protection, secure data backups, support for legal applications, system maintenance, and technology planning. A managed IT provider can deliver these services without requiring the firm to hire a full-time internal IT team.
Can an IT provider help a law firm migrate to cloud-based software?
Yes. An IT provider can help evaluate cloud platforms, assess cybersecurity requirements, coordinate with software vendors, plan data migrations, and support implementation. CTS has assisted Southern Minnesota law firm clients with these transitions, including vendor evaluation and post-onboarding coordination.
How can I tell if my law firm’s backups are working?
Ask your IT provider for documentation showing which systems are backed up, whether backups are completing successfully, and when recovery testing was last performed. A successful backup report alone doesn’t necessarily mean every critical system is protected or that the data can be restored.
How much do managed IT services cost for a law firm?
Pricing varies based on the number of employees and devices, technology complexity, cybersecurity requirements, and services included. Law firms should request a detailed proposal identifying recurring services, support coverage, and potential additional expenses.
How do I know if my current IT provider is doing a good job?
Ask for evidence of completed maintenance, security reviews, backup testing, vulnerability management, and technology planning. A dependable provider should be able to explain what it’s doing to protect and maintain your environment, even when employees aren’t experiencing technical problems.
Is your law firm’s IT getting the attention it needs?
You don’t have to be unhappy with your current IT provider to take a closer look at how your technology is being managed.
Even if everything appears to be working, it’s worth understanding what’s happening behind the scenes.
Are your backups being tested? Are your security settings regularly reviewed? Is your equipment properly maintained? Does your IT provider have a plan for your firm’s future technology needs?
Computer Technology Solutions helps law firms and other businesses throughout the Mankato area evaluate their technology environments and identify opportunities for improvement.
Find Out Where Your Law Firm’s IT Stands Today
No obligation to make a change. Just an opportunity to better understand your technology.
About the Author
Computer Technology Solutions (CTS) is a managed IT services and cybersecurity provider headquartered in North Mankato, Minnesota. Founded in 2003, CTS supports businesses throughout Southern Minnesota with technical support, cybersecurity, ongoing system maintenance, and strategic technology consulting. Its team holds industry certifications including CompTIA Security+, CompTIA Network+, and technical certifications from Microsoft, WatchGuard and Sophos.
Technical Contributor: Xachary Dinsmore, CEO
Xachary Dinsmore has worked in the IT industry since 2012 and joined CTS in 2014. He has held roles in technical support, service management, and operations before becoming CEO and a partner in the business. His experience includes network infrastructure, cybersecurity, business technology planning, and IT service delivery.
