Law firms operate under a unique set of technology demands that most general IT providers are not equipped to handle properly. Attorneys are bound by ethical obligations to protect client confidentiality, maintain accurate records, and safeguard privileged communications. A data breach at a law firm does not just cost money. It can result in bar complaints, malpractice claims, loss of client trust, and regulatory action. For North Carolina law firms, choosing the right IT provider is not just a business decision. It is a professional responsibility. This guide explains what attorneys should look for and what questions to ask.
Ethical Obligations Drive IT Requirements
The North Carolina State Bar requires attorneys to make reasonable efforts to prevent unauthorized access to client information. Rule 1.6 of the Rules of Professional Conduct was amended specifically to address technology, recognizing that client data now lives on servers, in cloud platforms, and on mobile devices rather than in locked file cabinets. The ABA's Formal Opinion 477R further clarifies that attorneys must understand the security features of the technology they use and take reasonable measures to protect confidential communications. This means that the excuse of not understanding technology is no longer a defense against a data breach. Your IT provider must understand these obligations and configure your systems accordingly.
Encryption Is Non-Negotiable
Every communication, document, and file containing client information must be encrypted both in transit and at rest. This means email encryption for messages containing privileged information, full-disk encryption on every laptop and mobile device, encrypted file storage and backup systems, and VPN connections for any remote access to firm resources. Many law firms mistakenly believe that using a secure email provider is sufficient, but encryption must extend across the entire technology stack. If a laptop is stolen from an attorney's car and the hard drive is not encrypted, every client file on that device is exposed. If backups are stored in the cloud without encryption, they represent an accessible target. Your IT provider should implement encryption comprehensively and verify it regularly.
Document Management and Retention
Law firms generate and manage enormous volumes of documents, and the integrity of those documents is paramount. Your IT infrastructure must support version control, access logging, and retention policies that align with both your firm's practices and applicable record-keeping requirements. A proper document management system tracks who accessed each document, when they accessed it, and what changes were made. This audit trail is critical for demonstrating chain of custody, proving document integrity, and responding to discovery requests. Your IT provider should implement a DMS that integrates with your practice management software and provides the granular access controls and audit capabilities that legal work demands.
Business Continuity and Disaster Recovery
Missing a filing deadline because your systems went down is not an acceptable excuse. Courts and clients expect law firms to maintain continuous access to their files and systems regardless of what happens to the underlying technology. A comprehensive business continuity plan for a law firm must include redundant internet connections to prevent a single provider outage from taking the firm offline, automated backup with rapid recovery capabilities, tested disaster recovery procedures with documented recovery time objectives, cloud-based access to critical applications so attorneys can work from any location, and failover systems for email and phone communication. Your IT provider should test your disaster recovery plan at least quarterly and provide documentation proving that your systems can be restored within the timeframes your practice requires.
Compliance with Client Security Requirements
Increasingly, corporate clients and insurance companies are requiring their outside counsel to meet specific cybersecurity standards as a condition of engagement. These requirements may include SOC 2 compliance, specific encryption standards, cyber insurance minimums, regular penetration testing, and completion of security assessment questionnaires. Some institutional clients will not share sensitive case materials with firms that cannot demonstrate adequate security controls. If your IT provider cannot help you meet these client requirements, you risk losing business to competitors who can. The best providers proactively track common client security requirements and ensure your firm stays ahead of the curve.
Help Desk Response Times Matter More for Attorneys
When an attorney cannot access a file five minutes before a hearing, or when email goes down during active litigation, the stakes are different from a typical business IT issue. Billable hours are literally ticking away. Every minute of downtime costs real revenue and potentially harms client outcomes. Your IT provider must deliver response times measured in minutes, not hours. Look for providers that offer guaranteed response time SLAs, dedicated support channels for urgent issues, proactive monitoring that catches problems before they affect productivity, and on-site support capability when remote troubleshooting cannot resolve the issue fast enough. At PCG, our average response time is eight minutes, and our team understands that when an attorney calls, the issue is usually both urgent and important.
Cybersecurity Tailored to Legal Threats
Law firms face targeted cyber threats that differ from those facing other industries. Business Email Compromise attacks specifically target firms involved in real estate closings, wire transfers, and financial transactions. Attackers impersonate attorneys, title agents, or clients to redirect funds to fraudulent accounts. Nation-state actors target firms handling trade secrets, intellectual property, and sensitive corporate transactions. Your cybersecurity posture must account for these specific threats with advanced email protection, wire transfer verification procedures, and vigilant monitoring for signs of targeted intrusion. Generic cybersecurity is not sufficient for the legal industry.
What to Look for in a Legal IT Provider
The right IT provider for a North Carolina law firm should demonstrate experience supporting legal environments, understand the ethical and regulatory obligations attorneys face, provide references from other law firms they support, offer comprehensive cybersecurity services including penetration testing and 24/7 monitoring, and communicate in plain language rather than technical jargon. PCG supports law firms across North Carolina with IT services designed specifically for the demands of legal practice. From encrypted communication platforms to compliance documentation, rapid-response help desk support, and proactive security monitoring, we ensure your technology protects your practice, your clients, and your reputation.