01
Map the matter data
Where documents live, where email lives, what syncs to personal devices, and which systems hold client funds data. Nothing is secured until it is located.
Law Offices
Technology that protects client confidences
Attorneys carry a duty of technology competence, and it does not pause when a laptop is stolen or a mailbox is compromised. We manage document systems, encrypted communication, mobile access and preservation obligations for firms across the East Valley and nationwide.
🛡 Confidentiality First⏱ Encrypted Email💰 Never Outsourced★ Since 2015
Overview
Three obligations your systems have to satisfy at once
Keep it confidential. Be able to find it. Let the attorney work from anywhere. Most firms are strong at one of the three.
Confidentiality is the first duty, and email is where it is most often lost. Business email compromise against law firms is common precisely because attorneys move money and negotiate quietly. We enforce multi-factor authentication on every mailbox, add conditional access rules that block sign-ins from places your firm does not work, configure DMARC, SPF and DKIM so your domain is harder to spoof, and turn on impersonation protection so a message from a lookalike domain is flagged before a paralegal reads it. Encrypted send is configured so sensitive attachments do not go out in the clear.
Retrievability is the second. Whether you run NetDocuments, iManage, Worldox, a SharePoint structure or a well-disciplined file server, the questions are the same: can you find every document for a matter, can you tell who touched it, and can you preserve it when a hold lands. We help firms implement litigation hold on mailboxes and document repositories, keep retention policies that match your file retention and destruction schedule, and make sure email is not silently purging itself under a default policy nobody chose.
Practice management and billing carry their own requirements. Clio, MyCase, PracticePanther, Smokeball and Actionstep hold your calendar, conflicts data, time entries and often your client ledger. Trust accounting is the sharpest edge: IOLTA reconciliation depends on data integrity between the practice management system and your accounting package, and a bad restore or a duplicated sync can create a discrepancy that is painful to explain. We treat those systems as tier-one, with monitored integrations and backup that includes the exports, not just the cloud vendor’s own copy.
Mobility is the third obligation and the one that quietly creates the most exposure. Attorneys read matters in airports, at court and at home. We manage that with device policies rather than prohibition: encryption enforced, passcode and biometric required, remote wipe available, firm data kept inside managed apps, and personal devices enrolled without swallowing the attorney’s personal photos. Court e-filing, remote depositions and hearings over video all get tested before they matter.
Underneath it all sits ordinary hygiene done properly, patching, EDR, DNS filtering, offsite backup with tested restores, and staff phishing training. Our full security stack is described under Pod Guard, and there is more for firms at our law firm IT microsite.
Competence includes the technology
ABA-style guidance and the Arizona rules that follow it expect lawyers to understand the benefits and risks of the technology they use, and to make reasonable efforts to prevent unauthorized disclosure. We supply the technical controls and the documentation. Your firm makes the professional judgments.
What We Handle
The law firm checklist
Specific to firms, not recycled office IT.
Document management support
NetDocuments, iManage, Worldox or a governed SharePoint structure, with matter-centric permissions and version history that survives a bad edit.
Litigation hold and preservation
Mailbox and repository holds applied on request, retention policies documented, and deletion suspended for matters under preservation.
Encrypted email and secure transfer
Message encryption for sensitive sends, plus a portal or secure link option so clients are not emailing settlement documents unprotected.
Trust accounting system integrity
Monitored sync between practice management and accounting, backup of exports and ledgers, and change control on anything touching IOLTA data.
Managed mobile and remote access
Enrolled devices, enforced encryption and passcodes, remote wipe, and firm data contained in managed apps on personal phones.
Conflicts and matter data protection
Role-based access so staff see the matters they work on, with access reviews when roles change and immediate offboarding when they leave.
Day One
Our first two weeks in a firm
02
Harden identity
MFA on every account including administrative ones, conditional access, mail-forwarding rules audited, and legacy authentication switched off.
03
Prove recovery
Backups for mailboxes, documents and practice management exports, with a documented restore test rather than a status dashboard.
04
Write it down
Asset inventory, network diagram, access matrix and an incident contact list, so the firm can answer a carrier or a client audit without scrambling.
Free assessment for law firms
One visit, one written report on confidentiality, retrievability and mobility. Yours to keep either way.
Law firm IT questions
How do you protect against wire fraud and business email compromise?
Layered controls plus process. Technically: MFA everywhere, conditional access, DMARC enforcement, impersonation and lookalike-domain detection, and alerts on suspicious inbox rules or forwarding. Procedurally: we help the firm adopt a callback verification rule for any change to payment instructions, using a phone number you already had on file.
Can you place a litigation hold for us?
We can apply and document the technical hold on mailboxes and document repositories, suspend retention-driven deletion, and produce evidence of when the hold was applied. The decision about scope, custodians and duration belongs to the attorneys. We execute and document, we do not advise on preservation obligations.
Is Microsoft 365 secure enough for a law firm?
It can be, but not in its default state. The security that matters lives in configuration: MFA, conditional access, disabling legacy authentication, audit logging retention, mailbox hold, external sharing controls, and a real backup separate from Microsoft's own retention. We deploy Business Premium-class licensing and configure it deliberately.
Our attorneys use personal iPhones and MacBooks. Is that acceptable?
It is workable with the right controls. We enroll devices so firm data lives in managed apps that can be wiped independently of personal content, require encryption and a passcode, and block access from devices that fall out of policy. Attorneys keep their own devices, and the firm keeps the ability to revoke access instantly.
Do you support e-discovery?
We support the infrastructure side: preservation, collection of mailbox and file data in defensible formats, and coordination with your e-discovery vendor or litigation support provider. We are not a review platform and we do not offer legal analysis of relevance or privilege.
What happens if a laptop is stolen from a car?
If the disk is encrypted with BitLocker or FileVault and the account has MFA, the practical exposure is the hardware. We can remotely wipe managed devices, revoke sessions, and force credential resets immediately. We also document the event so the firm can make its own notification decisions with counsel.
Can you help us respond to a client security questionnaire?
Yes. Corporate clients increasingly send outside counsel guidelines with technical requirements: encryption, MFA, access control, retention, breach notification and vendor management. We provide accurate answers about what is actually implemented, and a remediation plan for anything that is not.
Do you work with solo practitioners?
Yes. Solos and two-attorney firms are a large part of our practice. The controls are the same, just scaled: managed Microsoft 365, MFA, EDR, encrypted laptops, a proper document structure and real backup. Flat per-user pricing means a small firm is not paying enterprise overhead for enterprise-grade protection.
Confidentiality is a duty. Make the technology carry its share.
Talk to a Gilbert-based pod that works with firms every week.
Talk to Your Pod
One compromised mailbox can put a whole matter at risk.
We will review your email security, document management, mobile access, backup and preservation capability at no cost, and give you a written list of what to fix first.
(602) 677-0779Family owned in Gilbert, AZ since 2015 · onsite across the Phoenix metro · remote support nationwide · never outsourced
Same-day response
No long contracts
Flat, honest pricing
Five-star service
Get your free IT consultation
A few details and your pod gets right back to you, usually the same business day.