Major legal practice management platforms are cloud-native (Clio, MyCase, Smokeball) and require reliable high-speed internet, MFA-capable identity management, and compliant endpoint security rather than on-premise server infrastructure. On-premise platforms like Time Matters and PCLaw require Windows Server, SQL Server, and specialized IT maintenance. All platforms require data backup independent of what the vendor provides.
Cloud-Native vs. On-Premise Practice Management Platforms
The major shift in legal software over the past decade has been from on-premise servers to cloud-based SaaS platforms. Each model has distinct IT requirements:
- Cloud-native (Clio, MyCase, Smokeball, PracticePanther): Software runs on the vendor's servers. Your IT requirements shift to endpoint management, internet reliability, and access control rather than server maintenance.
- On-premise (Time Matters, PCLaw, ProLaw, Tabs3): Software runs on servers you own and maintain. Requires SQL Server administration, server hardware management, and local backup infrastructure.
- Hybrid (some Aderant and Thomson Reuters Elite implementations): Core databases on-premise, some features cloud-delivered. Requires both sets of capabilities.
Clio IT Requirements
Clio Manage and Clio Grow are entirely browser-based SaaS applications. The infrastructure requirements are relatively simple:
- Internet: Business-grade fiber or cable. Clio recommends minimum 10Mbps per concurrent user. For video (Clio for Clients video calls), add bandwidth accordingly.
- Browser: Current versions of Chrome, Firefox, Edge, or Safari. Older browsers are not supported and create security exposure.
- MFA: Clio supports MFA via authenticator apps. ABA ethics guidance effectively requires enabling it for any system containing client data.
- Integration requirements: Clio's document management integration with Google Drive, OneDrive, and NetDocuments requires proper OAuth configuration — not just linking accounts.
- Backup: Clio provides data export but not automatic backup. Your IT policy should define a regular data export schedule, stored in your own backup system, independent of Clio's infrastructure.
MyCase IT Requirements
MyCase is also cloud-native and browser-based with similar core requirements to Clio:
- Reliable business internet (10Mbps+ per user recommended)
- Current browser with browser extensions for document automation features
- MyCase Drive (desktop sync) requires Windows 10+ or macOS 10.14+ and runs as a background service
- Text messaging features require staff to use the MyCase mobile app — which requires MDM if your firm has a BYOD policy
Smokeball IT Requirements
Smokeball is unique among major legal platforms in offering a Windows desktop client rather than being purely browser-based:
- Windows requirement: Smokeball's desktop client requires Windows 10 or 11 (64-bit). It does not run on Mac natively — Mac users access via browser with limited functionality.
- Office integration: Smokeball's deepest feature set (automatic time tracking, document automation) requires Microsoft Office 2019+ installed locally, not just Microsoft 365 online.
- Sync reliability: Smokeball syncs documents to its cloud. Slow or unreliable internet creates sync backlogs. If documents are actively worked on by multiple people, sync conflicts can cause version control issues that IT needs to troubleshoot.
On-Premise Platforms: Time Matters, PCLaw, Tabs3
Firms still running on-premise platforms have more complex IT requirements:
- Server hardware: Windows Server 2019 or 2022, with appropriate CPU/RAM specs for your user count. Time Matters and PCLaw are I/O intensive — SSDs are required for acceptable performance.
- SQL Server: Most on-premise platforms use SQL Server Express (free, limited to 10GB database) or SQL Server Standard. As databases grow past 10GB, you'll need a paid SQL Server license.
- Database maintenance: SQL Server databases require weekly maintenance: index rebuilds, integrity checks, statistics updates. Without this, query performance degrades significantly over 12–18 months.
- Remote access: Remote access to on-premise platforms requires VPN configuration. Many firms use Citrix or Remote Desktop Services to deliver the application remotely.
- Backup: On-premise platforms require a backup strategy that includes the SQL database, application files, and document storage. Test restoration quarterly.
Security Configuration All Platforms Share
Regardless of platform, every legal practice management deployment requires:
- MFA enabled for every user account — non-negotiable given the client data involved
- Role-based access so paralegals and staff only access matters they're working on
- Session timeout configured so unattended workstations don't expose active sessions
- Offboarding procedure: immediate account deactivation when an attorney or staff member leaves, with access audit to confirm data wasn't exported
A legal IT provider should be able to configure all of these as part of standard onboarding — not as custom project work. See our guide on law firm data security requirements for the professional responsibility context.
Frequently Asked Questions
Can I run Clio or MyCase on my personal computer?
Technically yes, but professionally risky. Personal computers typically lack the security controls (full disk encryption, EDR, current OS patches) that ABA competence standards require for systems containing client data. Firms should either issue firm-managed devices or implement MDM enrollment for personal devices used for work.
What happens to my client data if my practice management vendor goes out of business?
Most cloud practice management vendors are now venture-backed and serve large client bases, making sudden closure unlikely. However, your contract should specify data export rights and formats. You should also maintain a regular export of your own data — client files, matters, billing records — stored in your own backup system independent of the vendor.
Do I need a separate document management system if I use Clio or MyCase?
Clio and MyCase include basic document storage. Larger firms (25+ attorneys) typically benefit from dedicated document management systems (iManage, NetDocuments) for version control, email filing, and search capabilities that practice management platforms don't match. Small to mid-size firms can often use their practice management platform's built-in storage effectively.