CloudHQ is one of the most popular data replication services, and many small businesses and professionals use cloudHQ for consolidation, collaboration and backup. It may sound complicated, but actually cloudHQ is VERY simple to use, and it's completely automated, so you can simply set it and forget it, and cloudHQ handles the rest. But what exactly does cloudHQ do? And how can cloudHQ help us lawyers be more efficient?

We've covered Bring your own Device (BYOD) for legal professionals several times in this blog- how to implement a BYOD program, how to secure the mobile devices, how to minimize risks of information security breaches in the cloud, and much more. But what does the future hold for BYOD in the legal profession? The increase of successful cloud-based attacks is a red-flag alert for lawyers who deal with sensitive information on a daily basis. A recent survey of legal counsel from Fortune 1,000 companies showed that BYOD will be the #1 e-discovery challenge for lawyers in 2014. So what will 2014 hold for BYOD, in and out of the courtroom?

Cloud computing trends have been steadily increasing in the last several years and 2014 appears to be set to continue this trend. New cloud startups are being created on a constant basis, and existing cloud services are becoming more sophisticated. The power of cloud computing is pushing mobile trends to new heights as well, the two actually work very well together. Cloud providers are creating mobile apps that allow lawyers to access the cloud services from any mobile device. So if a lawyer creates a document database on a cloud service such as Box or Dropbox, these documents can be accessed quickly on a mobile device from any location that has internet access. 

Protecting mobile devices is nothing new to lawyers, you already realize the importance of protecting sensitive and confidential data. But there is always that possibility that something can go wrong. Your mobile device getting lost or stolen is certainly not the end of the world. There are numerous apps, programs and services that are designed to track and locate mobile devices, remotely lock and wipe mobile devices and back up data in case the device is never recovered or is hacked by an intruder. Here are some of the top resources to help lawyers protect their mobile devices from theft and data loss.

The majority of phone carriers have implemented phone tracking to their service plans. If your phone is lost or stolen, you can simply login and track it. If this is not included with your plan, don't despair. There are many independent services and programs that allow you to track your device simply by logging in to the website or using the app from another mobile device. Just remember, your device must be on and transmitting as signal to be able to be tracked. 

You should protect your phone with the security features that it comes enabled with. Often, this includes features such as two-step verification, security challenge questions, encryption and more. There are some newer security methods such as eye-tracking and fingerprint scanning, but the actual security benefits of these features have yet to be validated as they can still be bypassed with a password.

Many employees have begun using multiple phones to keep their personal and business lives separate, especially as more IT departments are implementing monitoring software on mobile devices to ensure that security and company policies are being met. However, some of the newer smartphones such as the Samsung S4 have recently developed split environments to offer users more flexibility and privacy.

Touted as the ultimate business phone, the Samsung S4 is the perfect solution for BYOD implementations or for professionals that prefer to use mobile devices for their business activities. The superior Knox security feature allows for the phone to be separated into two separate partitions- one for business and one for personal use. This way, if your phone is being monitored by the IT guys, they can't see your personal texts, phone logs, photos or emails.

If your phone is lost or stolen, you must act fast. Once an attacker gains access to your phone, they may be able to gain access to many other accounts. There are numerous remote lock and wipe programs includingiCloud and the ultimate Mobile Defense security suite. 

If your mobile device does get stolen, it turns into a bad situation that can get worse. If you don't have the remote lock and wipe feature with your service plan, or are unable to access the internet, you can be in trouble. An attacker can quickly use the device to gain access to the law firm cloud accounts where he can access various types of information, files and documents. A secure cloud data backup system such as cloudHQ will provide a safe, secure and complete backup of all of your important files and documents.

• Ten top mobile security tips you need to know (mefminute.com)
• More customers taking mobile security measures (shoretelsky.com)
• Businesses should place security measures on mobile devices (shoretelsky.com)
• Mobile Device Security (xiaoyanwangmu.wordpress.com)
• Stop Worrying About Mobile Device Security | ForeScout solutions for BYOD (laurence-autorino.com)
• Mobile Device Management: The New Moneymaker for MSPs (gfi.com)
• BYOD Policies Bring a Billion Devices to Businesses by 2018 (eweek.com)
• 95% Of Mobile Devices Have No Security Software Installed - Juniper (misco.co.uk)
• Maintaining Focus On Mobile And Data Management (cloudhq.net)
• Mobile security awareness - top of the list this Christmas (abc.net.au)

Technology has changed the way many lawyers operate, especially with the many added advantages that cloud and mobile has brought to the industry. Mobile apps and cloud services have helped lawyers work more efficiently by spending more of their time on important work and meetings instead of commute times to meetings, appointments, office equipment, to collaborate over files and documents, and much more. Here are the top 5 tech tips for lawyers.

With the surging popularity of mobile devices among lawyers, tablets have increasingly made their way into courtrooms everywhere. This makes it a simple task to show presentations, access information online, share and receive files and much more. If you keep notes in Evernote, they are easily accessible at any time. Documents and presentations created and stored in Google Drive can be quickly downloaded from any location with internet access.

Mobile apps are essential tools, especially when you're on the go much of the time. Some of the top mobile apps that should be in your toolchest include:

• Evernote: Lawyers can quickly create, share and store notes, audio dictations and snapshots from a mobile device.
• Google Apps: Documents can be created, revised, collaborated on, shared and stored in the cloud.
• Dropbox: The world's top-rated cloud storage provider allows easy file-sharing with no file size limits.
• Box: One of the most secure cloud storage providers as it is HIPAA and HiTECH compliant.
• SkyDrive:  Microsoft's cloud storage integrates with many Microsoft services and comes pre-installed on most newer computers and laptops.
• Basecamp: The best cloud project management service provides all the tools lawyers need to manage nearly all aspects of their cases.

A big, luxurious office is great for impressing other lawyers and clients, but it's not as necessary as it once was. Many lawyers have chosen to go the virtual route by creating an entire mobile suite of tools such as the one previously mentioned in this article. By using a mobile internet connection, a laptop, smartphone and tablet, a lawyer can create an entire virtual office that goes everywhere with him. This eliminates the need to have a physical office as meetings can be conducted over video chat; documents can be created, shared and legally signed; cases can be completely managed with other lawyers and sources; and much more. 

Most cloud services do not offer integration with other cloud services because they are in competition with them. This is why a third-party cloud integration service such as cloudHQ should be an integral part of any lawyer’s toolkit. CloudHQ is the glue that bonds information from various cloud services together. For instance, notes you keep stored in Evernote can be automatically replicated to Dropbox, Box, Google Drive and other cloud services. This way you don't have your information scattered across too many cloud services which can make things very confusing.

Lawyers deal with confidential and sensitive information on a daily basis. For this reason, cloudHQ offers their leading cloud backup service. All files that you keep stored in the cloud should be protected in case data loss was to occur. So if you keep all your legal data stored on Dropbox, you can keep a backup of it on Box. If an incident occurs on Dropbox and important files are lost, you can quickly and easily login to Box and restore your files. Don't wait until a data loss incident ruins your legal career, get cloudHQ protection now.

• How To Manage Your Basecamp Projects Like A Pro (cloudhq.net)
• The Ultimate Dropbox Tips and Tricks Guide (cloudhq.net)
• The Six Best Mobile Small-Business Apps (staples.com)
• box.build: Q&A with Senad Dizdar, CEO of cloudHQ (developers.blog.box.com)
• Transforming Your Smartphone or Tablet into a Small-Business Machine (staples.com)
• Online Storage: Best Places to Store Your Folders on the Internet (pc.answers.com)
• WD boosts My Cloud line with four-bay My Cloud EX4 with up to 16TB (electronista.com)
• Sharp targets SMBs with printer-friendly cloud storage service (technewsworlds.wordpress.com)
• Cnet tech: Get 50GB of AT&T Locker cloud storage for free (reviews.cnet.com)
• Dropbox and the Future of Toasters (mi621.com)

Online threats are nothing new to lawyers; they face them on a daily basis. But there is one threat that many lawyers do not even think about- malicious mobile apps. As many lawyers make their move to the cloud, and begin to work remotely, they start depending more and more on mobile devices such as smartphones and tablets and the apps that they depend on. But many of these apps, especially the free apps, contain malicious code or software that can steal information or cause damage to the mobile device.

A recent study performed by Webroot, found that in 2012, mobile malware families increased 58% and accounted for 59% of all mobile malware. It also found that 32% of mobile malware apps steal information, 15% track the movements of users, 13% send content and 8% reconfigure the mobile device.

These numbers are pretty bad, but as if they aren't bad enough, the problem is far greater due to the high number of attacks that go unreported or undiscovered.

A recent study shows that in 74% of malicious mobile app attacks, the IT department is not even notified when a mobile device has been rooted. In many cases, mobile users are unaware that malicious mobile apps are stealing their information and using it for their own personal gain.

A large amount (about 32% reported) of malicious mobile apps is developed to steal a user's information and use it to gain access to accounts or for personal gain. If the users gain access to your cloud account, they will attempt to steal information and use it, but if there is no useful information that can help them (financially or otherwise), the attackers may just delete files out of spite. If there is information they can use, they will probably delete all the files in the account in order to cover their tracks anyways.

There are other costly incidents besides the actions of attackers. Sometimes the malicious mobile apps are programmed to cause destruction to the mobile device. This can cause corruption and deletion of files. If you have your mobile device synced to a cloud service online (for example, Dropbox app to Dropbox online account), if corruption occurs and files are deleted from the cloud account, it will sync with the online cloud account and the files will be deleted. Without a cloud backup system in place, the files may very well be unrecoverable.

Real estate agents deal with many sensitive and confidential documents, and some of these documents are irreplaceable or at the very least can cause major setbacks, loss of time and money.

Enter cloud backup. With a solid cloud backup system such as cloudHQ, data loss from malicious mobile apps becomes a very distant possibility.

But if the unthinkable happens, and you download a malicious mobile app without knowing it, data loss can happen. And if it happens, you can either be prepared, or you will be wishing you had been prepared. The cloudHQ service provides synchronization and replication of data from one cloud service to another. If data loss occurs, restoration of files is a quick and painless procedure that will only take minutes and can prevent any business disruption and costly time. The cloudHQ service works by providing a complete secondary copy of your data on a completely separate cloud account from your main cloud account. This account has completely separate authentication measures from your main cloud account so that no attacker or malicious software will be able to access your secondary cloud account from the mobile device or from your main cloud account.

You don't want to be the real estate agent that suffers a data loss incident and wishes that they had cloud backup BEFORE it happens. I'm sure you would much rather be the real estate agent who was fully prepared with a competent cloud backup system such as cloudHQ. Be prepared with cloudHQ and restoration will only take minutes. Be unprepared and restoration may not ever be possible. Don't let malicious mobile apps be the downfall of your real estate business.

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Technology for lawyers is evolving daily, and lawyers are taking notice of the exquisite benefits that cloud and mobile technology is bringing to the practice. One group of attorneys in Kentucky claim they are now using their iPads more than their legal pads.

"It keeps prosecutors connected to the office 24/7," says Rob Sanders, one of the attorneys. "It makes the office more efficient and more responsive. They go everywhere."

A couple of other lawyers, Chad and Christine Cooper have been trekking to the law office every day for years. But cloud and mobile technology now allow them to work from their home or anywhere else they wish to work from. They are passing the savings on to their clients.

"Our clients don't have to pay for Italian marble in our lobby," Chad Cooper said.

As more lawyers embrace cloud and mobile technology, virtual offices are increasing and lawyers are finding themselves spending less time at the office and more time traveling and multitasking, as they can perform their legal tasks as they handle other business or daily tasks.

Tom Meghill, formerly an attorney, is now an information governance consultant. He is also the author of "iPad for Lawyers."

"There is more of a move to mobile technology," Meghill said. "Lawyers...are finding a way to do things on the move."

While none of these lawyers have given up the practice of meeting with clients face-to-face, there is lot more interaction over cloud and mobile services. Dropbox and Google Drive are two of the main cloud services that make these lawyers more efficient. They can store documents, photos and videos on cloud servers, then access them from their laptop or mobile device. This cuts down on the costs of buying and maintaining expensive hardware such as computer servers.

The best part is that clients now have different expectations of lawyers. They no longer have to feel as though they are paying for expensive and lavish offices for attorneys, now they know they are paying for specific expertise.

"It's faster and it's saving (the client) money," Meghill said. "They say, 'I want to pay for the benefit of your experience' " but not bricks and mortar.

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For lawyers that use the cloud, work life has become much easier as there are now cloud services that make nearly every aspect of the practice run more efficiently. From using tablets in the courtroom, to everyday activities such as online meetings with clients or legal staff; creating, signing, sharing and storing documents; sharing large files; collaborating with multiple users over documents or files; and much more, lawyers are finding their place in the cloud. There are numerous ways the cloud is making the practice easier, reducing costs, reducing time to complete tasks and projects, and more. 

Document management has never been easier than it is in the cloud. There are several; cloud services including Google Drive and Evernote which make it easy for lawyers to create documents online, revise the documents if necessary, collaborate on the documents with other users, share the documents, and even have the documents legally signed.

Tablets have become standard tools for the majority of courtrooms in the United States. Cloud apps such as Dropbox, Google Drive, Evernote, SkyDrive and more are used to store documents for easy access in the courtroom. Accessibility is a huge benefit and it cuts down on carrying all those bulky paper files. Searching is a lot easier as well. Presentations can be created and stored in Google Drive. Evernote can be used to quickly jot down notes, take photos, or create audio clips that can be shared and saved. 

One of the biggest concerns of using the cloud is security. Sending files that contained confidential information used to be a huge no-no. But most cloud services now encrypt all files during transit, as well as during storage. There are even third-party encryption apps that give users the option to encrypt their files from their device before they send it. This offers a strong second level of protection. 

The cloud is showing up more and more in legal functions and activities. The more knowledgeable about the cloud you become, the more it will help. Some lawyers have tossed the filing cabinet and ditched the office to go paperless. The ability to perform work while being mobile is strongly appealing. Reduction in costs, time-efficiency and flexibility are all extremely good reasons to visit the cloud today.

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Using cloud technology to reduce office space is nothing new, but it is becoming more widespread in recent years as the benefits are becoming more well-known. Cloud storage has become easier to use and more readily available as well. When the first explosion of popularity hit for cloud computing, lawyers shied away from it, and very few were willing to take the plunge. There were still many unanswered questions about the cloud technology. However, with the increase in cloud security, many lawyers are starting to see that the benefits of cloud computing are far too large to ignore.

Jim Calloway explains it best in his article “Future Proofing Your Law Firm,” where he points out how technology is saving lawyers time and money:

“Information technology is becoming more interwoven into our lives and business operations every day. A few years ago it might have been appropriate to have a simple feature phone and not a smartphone. But today, not being able to set an appointment on your smartphone does not inspire confidence about your legal ability. Technology purchases and training are and will remain a critical part of law firm operations for long into the future. Out-of-date technology slows down business. It is increasingly dangerous to use an antiquated billing system or to not have a good document management system.

“Simply put, you cannot take 10 or 15 minutes to do something that other lawyers can do in a minute, whether you bill that time or not.”

With the high popularity of apps, it is essential for cloud services to develop their own app. As mobile trends are expected to push mobile device purchases ahead of desktop computers within the next year, mobile apps are a necessity for cloud storage providers. Now you can carry your filing cabinet with you. If you use a cloud storage provider such as Dropbox, your entire filing cabinet can be accessed from any mobile device such as your smartphone or tablet. Want to gain some more space in your office? Toss the filing cabinet. Scan your documents and keep them online. When you need them on paper, you can print them out. This will save you time and money. And I don't care how organized you are, an electronic search is way faster than rustling through numerous folders of pages trying to find the right document.

The main reason many lawyers were slow about adopting the cloud is because of security and ethics concerns. But things have changed, and now any competent cloud storage provider has additional security measures implemented to ensure the safety and security of their customers' data. And by using cloudHQ to create a complete backup of all your cloud data, you don't have to worry about loss of data- how cool is that? No matter if you accidentally delete files or if a hacker deletes your files, with cloudHQ backup, a complete secondary copy of all your data will remain safely stored in a backup account, where it can be accessed quickly and any deleted files can be instantly restored.

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Keeping up to date on the latest technology isn't always the easiest thing to do, especially when you must keep your entire law firm up to date as well. Your secretary, legal aides, other lawyers- if you use technology to help you win cases, you are going to need everyone on the same page. If you plan on using Evernote for research capabilities, you need everyone you are working with to be familiar with how Evernote works.

The Evernote Web Clipper allows users to clip entire articles or excerpts of articles from the web, which makes snagging information for research purposes a breeze. Skitch for Evernote allows users to take a screenshot of only the part of the screen that is needed.

Google Scholar offers access to thousands of legal cases and pleadings, which can be accessed from any browser. This gives access to legal research to users who may not have proper access to other legal research archives. It also makes it simple to be able to quickly snag excerpts or snapshots from cases by using the Evernote features described above.

If you need to research in a hurry, most cloud services have mobile apps that can be accessed from a smartphone or tablet. If you find yourself in a position to need quick research, simply pull out your tablet or phone and start researching.

Research files stored in Evernote and Google Drive can be organized by specific cases so that all the information is easily searchable and organized in a structural format. Files can be easily revised, and can be shared quickly with other users.

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