Data rooms in the cloud - why every lawyer should work with them

With a data room, you can access your documents anytime and anywhere. This leads to an immediate increase in efficiency - not only in your internal workflow, but also when working with your clients. Here's an overview of what you need to know about using data rooms.

A data room is a very practical thing. This has not only been recognized by many private users in recent years, but data rooms are also very popular in everyday working life. Perhaps the best-known provider here is Dropbox. However, since the GDPR came into force at the latest, its use for companies should be viewed very critically. The situation is even trickier for lawyers, as far stricter professional law must be observed in addition to data protection. Despite all this, lawyers and tax advisors do not have to do without the use of data rooms - provided they choose the right provider. Legal tech tools such as DOCPIT offer their users from the legal sector secure cloud solutions with all the associated benefits for an uncomplicated workflow. Anytime and anywhere.

Data room - what is it anyway?

A data room is a virtual location in a cloud where digital documents and files can be stored. You can access this data safe from anywhere - whether you're working from home, on the train or in the office. At DOCPIT, the name of the safe really says it all, because we work with highly secure client-side encryption, which is even more secure than end-to-end encryption.

The unbeatable advantage of a data room is the ability to give other people access to certain data. DOCPIT works with different access rights so that you, as the owner of the data safe, always have control over who can view and change which files and how. A data room can therefore do much more than just store files and this facilitates both internal and external collaboration with colleagues and clients.‍

Frequent concerns are unfounded

Despite all these advantages, certain myths surrounding the use of data rooms persist. Security in particular is often a major concern. However, data rooms in the cloud that meet certain requirements, such as DOCPIT, are in many cases even more secure than on-premise solutions. And the clients? Do they even want to work with their lawyer in a data room? The concern that you would be burdening your clients with yet another tool and yet another app against their will is completely unfounded. According to surveys, 69% of clients want a lawyer they can work with digitally. And this goes far beyond communication by email. The ability to exchange data collaboratively is evidence of a law firm's innovative mindset today - and will become a basic requirement in the future due to the advancing digitalization of the entire industry.

For small and large projects

Data rooms bring order to large, complex projects to which several people need to have access at the same time. However, they are also just as suitable for very small mandates. Despite their relatively small size, their management is usually very time-consuming. Data rooms reduce the administrative effort and the necessary correspondence with the individual clients via e-mail and at the same time automatically create a clear structure. With DOCPIT, you can create as many data rooms as you need. Even the smallest mandate gets its own space in the cloud. This saves your inbox and makes the entire work process far more efficient. And what works so well for the little things naturally also works for the big ones.

Data rooms reduce the administrative effort and the necessary correspondence with the individual clients via e-mail and at the same time automatically create a clear structure.

The DOCPIT data room: networked, linked, encrypted

DOCPIT is a data room that has been specially developed for the needs of lawyers. The focus is on the following functions:

1. Data safe in the cloud: You can access the DOCPIT data safe at any time. What's more, you are not tied to a specific end device and can work from your smartphone with the app. This means that particularly urgent matters can be dealt with quickly on the go and important information is easily available at all times.
2. Clear interface: You can see exactly which data you can only access yourself and which is also intended for the client or even an opposing law firm.
3. Maximum security: The special encryption not only complies with the GDPR guidelines, but also with all professional legal requirements.
4. Automatic versioning: This function represents an enormous gain in efficiency. Different versions no longer have to be laboriously created by hand, but are created automatically by DOCPIT. This keeps everything clear and makes long searches a thing of the past.
5. Tracking: With tracking, you always have an exact overview of who has edited or downloaded which documents and when.
6. Linking tasks with documents: Who still has something to do in which document? Thanks to the linking of tasks with documents, all users know at all times what still needs to be done and who is responsible for it.

You can not only store files in the DOCPIT data safe, but also create new documents with Microsoft Office. All persons who have the appropriate access rights can access and edit these files - even simultaneously. The changes made can of course be tracked at a glance, which also saves time.

You can not only store files in the DOCPIT data safe, but also create new documents with Microsoft Office.

You can create a separate workspace with an associated data safe for each of your projects. You decide who can collaborate and access the files stored in it.

Why data rooms are so useful for lawyers

All well and good, but what does using a data room like IURIO mean for your work? Quite a lot and, above all, numerous advantages:

1. The features make your daily work much more efficient. You can get more things done in the same amount of time, which leads to an immediate increase in sales.
2. Specialized legal tech providers such as DOCPIT increase the level of data security. So you no longer need to worry about how to keep your files as secure as possible.
3. Your clients can see the results of your legal work - which largely involves the creation and processing of documents - at any time in a very clear way and with particularly high security precautions.
4. In most cases, the communication and transfer of data between lawyer and client currently takes place via email. This leads to a daily flood of messages in the inbox, which have to be organized and their attachments downloaded and sorted. In addition, the use of email is actually far too insecure and most providers do not support large file attachments over ten megabytes. Using a data room reduces this daily mass of
5. messages and at the same time solves the question of how larger files can be exchanged securely.

With its features and high security standards, DOCPIT is a data safe that you can really rely on in your daily work. You can test whether the tool is really the right one for your workflow easily and without obligation with our free demo version.