Law Firm Replaces Internal IT with Fractional CIO to Modernize IT Environment

From IT Challenges to Innovation 

When a $65 million per year, multi-location law firm came to us, they were at a critical crossroads. Nearly one-third of their attorneys were leaving, and although the partners envisioned leveraging the cloud to reduce costs and improve cash flow, progress had stalled, and there was no obvious solution on how to move forward. Their complex IT infrastructure was holding them back — unplanned downtime was disrupting operations, 18 outdated servers needed upgrades and they could no longer afford their five-person internal IT team. 

Recognizing the urgency of the situation, the managing partner championed change, embracing a proactive IT strategy that would reshape the firm’s operations.

Challenges Before Partnering with Us

At the time, the firm’s only cloud-based system was SurePoint for practice management, while all other files were stored on-premise at individual locations, restricting access and collaboration. Their document management system, I-Manage, ran on-premise with custom macros and Quick Parts built on Word 2007, making even minor document edits a time-consuming process that required a full day of IT work. They also relied on Olympus and Dragon for dictation, but inefficiencies slowed attorneys down. Uniflow, used to bill clients for printed documents, required costly updates, and their aging phone system desperately needed replacement. Meanwhile, unknown cybersecurity risks loomed beneath the surface, exposing the firm to potential threats.

Strategic IT Overhaul and Results

By bringing in our Fractional CIO, we led the firm through a complete IT transformation — modernizing systems, reducing risks and dramatically cutting costs all while providing daily support. For less than the cost of one full-time IT employee, we replaced the entire internal IT team and implemented a proactive, strategic IT approach that delivered measurable impact:

• Migrated to a modern cloud infrastructure, enabling secure, real-time document access and collaboration from anywhere
• Replaced their outdated phone system with a cloud-based solution, saving $20,000 per year
• Guided the selection and implementation of a new cloud dictation system, eliminating inefficiencies and saving an additional $17,000 per year
• Evaluated Uniflow’s cost vs. value, determining a zero-cost alternative as printing revenue continued to decline
• Mapped out and centralized document creation workflows:
  • Moved Quick Parts to Microsoft Teams
  • Dug into scope and complexity of document creation, including the technical backend
  • Guided and selected a new cloud-based Document Management System
  • Consolidated and cleaned up non-essential macros, transitioning essential ones into Pattern Builder in NetDocuments

By embracing a proactive IT strategy with a Fractional CIO at the helm, this law firm not only eliminated downtime and reduced security risks but simplified their technology, which maximized attorney's billable dollars and cut total IT costs by nearly $400,000 annually. While also transforming their technology infrastructure into a scalable, cloud-based solution that positioned them for long-term success, resilience and innovation.

Executives Turn to Thriveon When...

Thriveon stands as the leading IT partner across Minnesota, Florida and beyond, dedicated to helping mid-size companies achieve enterprise-level outcomes. Chief executives turn to Thriveon when they are facing strategic IT gaps, under mounting pressure to strengthen their cybersecurity defenses, committed to optimizing ROI on substantial IT investments or frustrated with stalled IT projects and underperforming teams.

Our comprehensive IT service combines Fractional CIO expertise, cybersecurity and proactive IT management into one cohesive solution. You'll receive:

• A Fractional CIO is embedded in your business, crafting strategies and budgets that drive scalable profitability and security.

• Proactive technology audits align with over 500 proprietary best practices, preempting issues and fortifying defenses to enhance productivity and reduce risk.
• Comprehensive oversight of your technology ecosystem - hardware, software, and services - so everything works seamlessly together, preventing overspending on unnecessary tools or personnel.
• By deeply understanding how you use your line-of-business applications, we identify opportunities to improve efficiency, enhance data quality and maximize your return on investment.
• Leadership in cybersecurity readiness, including preparing for third-party audits, conducting tabletop exercises, leading company-wide security meetings and developing IT policies, all while ensuring robust defense strategies.

Discover how Thriveon transforms IT into a strategic advantage, fostering growth and resilience for our clients.