The concept of providing computing as a “utility” has started to gain momentum over the last couple of years. Many terms have emerged to describe what is essentially the same thing: SaaS (Software as a Service), ASP (Application Service Provision), hosted services and on-demand computing are just some of them. For the purposes of this article, we will collectively refer to these as SaaS.

A SaaS delivery model is one where the software applications and infrastructure are hosted and maintained by a service provider, access to which is typically provided over an internet connection. The services are generally charged on a metered basis, which could be per-user, or by usage, such as per-transaction. Applications can be delivered either by web browser, or via the use of thin-client technology using a small, locally-installed application which manages the connection to the remote systems. This method of delivery provides the user with a complete “replacement” desktop view, which is completely transparent once operational.

The concept of this delivery method has been around since the late 90s, although the term SaaS has only appeared and become popular within the last few years. One of the major limiting factors that restricted initial growth related to the availability of internet bandwidth at an affordable price. High-bandwidth “leased” lines were available, but they cost many tens of thousands of pounds per year and only the largest companies could afford to use these.

Although low-cost, high-bandwidth technologies such as DSL were conceived in the late 80s, it took until 1998 for this rollout to begin in the US, with the UK adoption starting in 2000. Initially, there were a limited number of telephone exchanges enabled and the speed was still relatively slow when compared to the speeds available today. DSL technologies (which now include ADSL and SDSL variants) as well as mobile broadband solutions have now improved to levels which are capable of supporting SaaS solutions effectively.

Another factor in the growth of SaaS is the ubiquitous PC, available in the office, at home and within public areas. Having a centralised SaaS delivery model means that your office can be anywhere; you are no longer restricted to your business local area network.

IRIS Hosted Services for Barristers

Meridian Law, which is now part of IRIS, has been providing this type of service to its barristers chambers clients since the middle of 2005. The systems in operation today now support over 25 sets of chambers, with over 600 unique users that have access to applications such as the Meridian Law Case Management & Diary system, Microsoft Word 2007, Excel 2007, Outlook 2007, PowerPoint 2007, Microsoft Exchange 2007, Windows Mobile and Blackberry.

The architecture of the hosted environment consists of systems located in two data centres, with the primary equipment located in central Manchester and a secondary data centre based in Leeds. These highly secure and resilient data centres accommodate all of our server hardware and applications which we have complete ownership of, utilising our in-house team of technical specialists. The systems provide significant amounts of computing power, scalability and availability, which in turn provides reliable, always-on access to applications, regardless of location, device type or time of day.

One of the driving factors behind a chambers decision to move to a SaaS delivery model is a desire to remove the headaches that are generally associated with running an in-house network. Changing backup tapes, ensuring the backups are working correctly, “patching” operating systems, performing upgrades to software, liaising with third party suppliers and keeping up with the myriad of technology innovations can be a daunting and time-consuming task. The majority of chambers do not wish to go to the expense of employing a dedicated IT manager, which usually results in a clerk, administrator or occasionally a barrister taking responsibility for this. By outsourcing the entire core backend infrastructure, the majority of these onerous tasks are removed, allowing them to concentrate on their own area of expertise.

Another benefit of the SaaS model is predictable costs. The IRIS Hosted Solution uses a straightforward charging model, which is based on a per-user, per-month charge, dependent upon the applications that are used. All upgrades to the hosted software applications and server hardware and off-site infrastructure are included within the price, which makes budgeting for IT spend extremely simple.

In addition to simple and reliable budgeting for IT, the SaaS model also allows you to scale your business without having to invest in a completely new network system just because you have outgrown your original system. The ability to grow the business almost instantaneously has allowed a number of chambers the flexibility to merge with other sets very easily. The result of this expansion does not have a huge impact on cash flow because the solution uses a subscription pay-as-you-go model. This model works particularly well for chambers that have a regular influx of pupils, who can be given access to the systems for a limited period of time. On the flip side to this, there are cost savings to be made if your operation is scaled down due to reduced headcount as you are only paying for the numbers of people using the service.

And soon for solicitors too

Based on the success of the Hosted Services solution within the barristers market, IRIS has now developed a solution capable of delivering the IRIS Law Business Practice & Case Management system for solicitors firms. This is due for imminent release and we have already seen a significant amount of interest from existing clients and prospects.

Philip Murray is Head of Technical Services, IRIS Legal Solutions. IRIS is one of the UK’s leading business software houses (in the top 6) delivering legal, regulatory, accounting and full service solutions to well over 60,000 UK businesses. There are over 4,000 law firms and 270 Barristers Chambers using IRIS systems.

Email philip.murray@iris.co.uk.

IRIS case study – Francis Taylor Building

IRIS has produced a case study of Francis Taylor Building’s installation of the hosted Meridian Law System from IRIS. Here, Delia provides some extracts from it.

Established in 1920, Francis Taylor Building (FTB), the Chambers of Robin Purchas QC, is a long-standing and prestigious chambers specialising in planning, environmental and licensing law. FTB has 37 members, including 14 QCs, 7 Clerks, a Chambers Manager and a Financial Administrator.

At the beginning of 2007, Chambers moved from 2 Harcourt Buildings to Francis Taylor Building. As part of this move, they migrated their applications and data to IRIS Legal Solutions’ Hosted Services for Barristers environment.

With the new system, all documents are stored centrally and are easily accessible, so document management and version control are no longer major issues. Everyone can log on and communicate 24/7 from anywhere in the world, as long as they have an internet connection and a PC or handheld device.

Benefits to clerks

Communication with barristers is much more straightforward. Everyone is on the same email system and can access their diaries. They can easily update the clerks and vice versa. The 5 pm bottleneck is alleviated.

In general, barristers are much better informed about the status of their cases. Billing and fee chasing are simplified. Hosted Services has increased the use of IT by some barristers, enabling clerks to run the clerks room more efficiently. It has encouraged some members of chambers to use Windows mobile devices which uses push technology for email and diary (meaning their email and diary information is pushed to their mobile device), so barristers are kept up to date wirelessly in near real time whilst out of the office.

Benefits to barristers

Communication with clerks and other members of chambers is simple and highly efficient. All documents are accessible and are stored in the same place, so the issues about document location, the number of documents needed and version control have all been swept away.

As it is a totally transportable desktop, barristers can work wherever is convenient for them, just as if they were in chambers. Being away from the office is no longer a big issue as the office is where ever the PC is – so location is now irrelevant. This is absolutely vital for barristers who are away from chambers for long periods either on a case or even when on holiday!

In general, time management is improved as barristers do not have to duplicate tasks, concern themselves where documents are, copying and sending and using USB memory sticks. They can therefore work more efficiently and more intensely, spending more time focussing on their core work. The ability to be able to manage work more efficiently means that in general, barristers are able to keep better control of cases and keep on top of proper filing and management.

Barristers find it useful to be able to run Meridian Law reports such as work done and fees outstanding. It means they can be better informed when talking to clerks about fee management and chasing. Barrister Web Portfolio is also supplied as part of Hosted Services. This means that they have quick and easy access to their aged debt and payment summary position.

Benefits to chambers as a whole

Hosted Services is a much more efficient system because the desktop is available wherever there is an internet connection. People do not need to think about moving files around electronically and clerks do not need to keep on checking which email addresses to use. The system is suitable for even the non-IT literate members of chambers.

Communications as a whole have become much more efficient and have been simplified as everyone is on the same system.

The Chambers Manager’s time has been freed up as everyone is now working in a common environment and with the IRIS Legal Solutions team managing the solution, internal IT admin has been vastly reduced.

The admin burden on clerks has substantially reduced and has freed up more of their time to focus on business development.

Data security and backup are also a huge added bonus. FTB is an information-based business and they are increasingly keeping records in electronic form. As such, disaster recovery is of paramount importance to them. The resilience package offered by Hosted Services is something usually only big businesses would be able to afford at great expense.

FTB now has the means to scale its business whilst at the same time offering a level of service that is often associated with larger businesses, such as a high standard of customer service. They can also fit more fee earners in their larger building, as well as offering opportunities for hot-desking and remote working.