How to choose a software partner you can trust with your data by OneAdvanced
Choosing the right software partner is one of the most critical decisions your law firm will make. Your data is your firm’s lifeblood – client records, case files, financial details – and you need a partner who treats it with the same care and respect you do. The right choice means seamless access to your data and full confidence in its security, even when it’s time to leave.
But not all software providers operate with the same integrity, and some might make it frustrating or costly for you to access or migrate your own data. Here’s what to watch out for and how to make the best choice.
Red flags to watch for
- Overly complicated contracts
Contracts filled with fine print or ambiguous terms around data ownership and access indicate potential issues. Be wary of agreements that undermine your control over your data. - Data return fees
Watch out for hidden charges when retrieving your data at the end of a contract. This should be a straightforward process, with any extraordinary costs clearly outlined upfront. - Vague responses
If a supplier avoids giving clear answers about how they handle your data or the timelines for returning it once the contract ends, treat this as a major concern. Transparency is non-negotiable. - Lack of certifications
If a supplier can’t prove compliance with regulatory standards like the GDPR or lacks security accreditation, it’s a red flag. Certifications show they’re committed to protecting your data. - Poor incident response plans
If your prospective partner doesn’t outline a robust strategy for handling security breaches, they could put your firm at risk.
How to spot a trustworthy software partner
When selecting a software partner, it’s vital to look beyond just the features they offer. A trustworthy partner brings much more to the table, acting as a reliable ally in managing your data and safeguarding your firm’s operations.
First and foremost, transparency is non-negotiable. A reliable provider will clearly communicate their responsibilities regarding your data, leaving no room for ambiguity. This includes supplying thorough, upfront agreements, such as a Data Processing Agreement (DPA), to ensure mutual understanding from the outset.
Data security is another pillar of trustworthiness. A partner worth your consideration will prioritise stringent measures to protect your data. This means implementing robust security protocols, including encryption for both stored and transmitted information. Regular audits and relevant certifications offer that extra layer of assurance, proving their commitment to safeguarding your business. Look for providers who go a step further by offering a trust centre – a dedicated resource where they transparently share security documentation, compliance certifications, and other critical information.
The ability to migrate your data securely is equally important. Leading providers will offer the tools, processes, and expertise needed to make data migration simple and effective, ensuring that your business retains the flexibility to adapt and grow without being hindered by locked-in systems or poor transition support.
Beyond these technical aspects, compliance with legal and regulatory frameworks cannot be overlooked. Fully adhering to GDPR and supporting secure cross-border data transfers, when applicable, are hallmarks of a trustworthy software partner. This ensures your firm can operate confidently within the boundaries of the law, no matter where you or your clients are located.
Finally, a software partner should feel just that – like a partner. The best providers move beyond simply meeting legal requirements or providing baseline functionality. They invest in your success, offering clear processes, responsive support, and meaningful upgrades that enhance your workflows. They aim to empower, acting not just as a supplier but as a collaborator in your firm’s growth.
Choosing the right software provider means protecting your firm’s future. It’s about ensuring that your data isn’t just stored but actively protected and supported, with you maintaining control every step of the way. By selecting a partner that’s transparent, secure, and collaborative, you’re not just gaining peace of mind – you’re gaining a steadfast ally in achieving your goals.
Protect your firm’s future
Your software partner shouldn’t just store your data; they should protect and support it, ensuring you retain control at all times. By choosing a transparent, secure, and supportive provider, you’ll gain not only peace of mind but also a collaborator dedicated to your success.
Take the time to ask the tough questions and scrutinise potential partners. A little extra effort now can save your firm from frustration, legal risks, and downtime later. Make the right call, and your data will always remain safe, accessible, and in your control.
Your data. Your control. Work with a partner you trust.
