This is the first in a 7 part series about basic apps needed to outfit an iPad into a serviceable work machine for a lawyer. First up: File Storage and Access.
File Storage and Access. When I talk about file storage and access I’m talking about a way of getting your documents onto your iPad. Sure, Apple provides a way to move files on and off the iPad using iTunes but after using it a few times, I concluded that there must be a better way. Fortunately, there is.
All of the alternatives discussed below use the cloud (aka, Internet) as the medium through which your files are transferred. Each of these alternatives in one form or another provide you with a certain amount of storage to do with what you will. These storage services are typically paired with an app for accessing those files or in other cases, app developers build in compatibility with those file access services. In my experience, most work quite well and in many cases, the services described below will work similarly enough that you won’t be able to tell the difference. That said, I do have my own favorite which I mention below along with a couple other great alternatives.
Dropbox
Yes, I can’t seem to go more than a couple posts without waxing rhapsodic about Dropbox. As hinted above, signing up for a free Dropbox account puts a folder on your computer and, with the free app (iTunes link), on your iPad as well. Anything you throw in Dropbox at your computer shows up on your iPad and vice versa. Install Dropbox on all your computers and all your mobile devices to have a virtual filing cabinet everywhere you go. What’s better, the starter 2 GB of storage is free. If you have significant file needs, you can get more space for a fee (e.g., 50 GB for $100/yr, 100 GB for $200/yr). Dropbox has north of 4 million users which means that app developers often include Dropbox compatibility as quickly as possible.
The other big name you see providing this service is Box.net. Apps that can access files from these types of services very often support Box.net in addition to Dropbox. While Dropbox and Box.net provide some of the same basic functions, Box.net appears to position itself more of an enterprise solution.
To be sure, there are lots of options in this area. Apple provides its own iDisk solution as part of MobileMe. Google Docs is also a common alternative. Considering most people already have a Google account of some sort, this is nice simply to avoid having one more account to keep track of. This will be an even more interesting alternative when considered alongside the ability edit your Google Docs on the iPad (though some reports suggest that iPad editing of Google Docs isn’t ready for prime time). Many apps also allow downloading files to the iPad from any webDAV server.
When buying apps use files, be sure to check whether the app works with your file storage/access solution of choice. Some lawyers may wonder about the ethical issues of these types of online services. While the answer is beyond the scope of this blog, to me the issue seems more conceptual than real for the modern lawyer.
So, if you invest in my recommendation, Dropbox will set you back exactly $0: heck of a deal. Next time, we’ll look at basic writing tools. Check out the series outline for info about what else we’ll be covering.
For alternatives to the clunky iTunes USB transfer it is also worth looking at DiskAid (http://www.digidna.net/products/diskaid) for PC and PadSync (http://www.ecamm.com/mac/padsync/) for Mac, which both allow much less painful and quicker file transfers and file management on the iPad over USB (in particular the ability to move whole folders and not just individual files).
I think the position in the US is probably different, but for UK Lawyers storing any kind of client information or other personal data on DropBox is likely to be a breach of the Data Protection Act and also the rules of professional conduct… although for other kinds of data it is a fantastic solution.
I also have experience of a (non-lawyer) business having a major contract terminated because their customer found they were storing confidential information on a consumer cloud service (in breach of contractual provisions about data protection). So it is worth being a bit cautious.
Great perspective and alternatives, Jon. Thanks!
Thanks for the information.
The link you provided to the discussion about data in the cloud is a good read and I think brings the issue front and center. Our collegue’s (Jon Bloor above) observation about EU Data Protection is spot on and any firm practicing internationally understands its far reach. In the US (assuming that is where these cloud vendors store your data), client confidentiality and this new opinon requires that a lawyer:
• “…takes reasonable care to ensure that confidentiality is maintained…”
• “…should take reasonable care to protect confidential information…”
• “…should exercise reasonable care to prevent others whose services are utilized by the lawyer from disclosing or using confidential information of a client.”
In larger firms, it is not just the individual lawyer’s responsiblity to do this but also Firm Management. Since neither Firm Management or the Firm invariably don’t havethe direct arrangement with vendors like Dropbox – how can the Firm (or it’s management) make any representation to their clients that confidentiality is maintained whe they don’t in fact control it?
All this notwithstanding, I am a fan of the productivity these devices bring to the market and appreciate the insight you bring to the table on these tools. Thanks very much.
I think a lot of lawyers want more than just a file storage tool. All mid-sized to large firms can’t live without a true document management and small firms don’t realize that SaaS applications like NetDocuments allow them to have that. The same technology that thousand+ attorney firms use for less than $1 per day. NetDocuments has an iPad app and allows for the editing, sharing and managing of documents.
Surprised that SugarSync (sugarsync.com) doesn’t get at least a mention. I find it to be an excellent solution for cloud storage of synced files, and it is much less intrusive in a user’s pre-existing organization of files.
Delighted to see the lawyer-centric view of tablets. Keep up the good work.
I’ve been using Dropbox for over a year now. I used a Networdk Attached Storage device for just over a year, and then it crashed. I was backing up my data to a laptop once a week (fortuneately). Now, with Dropbox, I have the same account on two laptops, which update each other automatically. And, I have the app for my Droid, so I can access and read my data just about anywhere.
Great information! But, isn’t there an app where you can access your iMac desktop from your iPad? And if there is, I would like to hear some of your thoughts. It is hard for me to know which documents I will need when away from my office…if I need one that I did not put into the drop box them I cannot access it.
Thanks!
You bet, Sabrina. I’ll be covering remote access apps in one of the upcoming posts. At the risk of spoiling the surprise, check out LogMeIn Ignition or SplashTop Remote. The latter was recently reviewed over at The Unofficial Apple Weblog specific to connecting back to a Mac. SplashTop also has a free version to try out if you want. There are some other apps in this area that are quite good, but these two should get you started.