Hosting built around matter work, not general office storage
Secure hosting setup is the part of the platform that decides where the system lives, who can reach it and how the firm’s information is separated. For South African law firms, that means clear user access, firm level controls and enough structure to keep documents, drafts and evidence tied to the right matter. It also means setting things up with POPIA in mind, so access is limited and records are handled with proper care.
We configure the environment for legal work that changes by the hour. Attorneys may need quick access to templates and matter notes, while paralegals need the right folders and review queues, not the whole back office. The result is a cleaner working space that suits Sandton, Pretoria, Cape Town, Durban and Bloemfontein firms handling active files across multiple teams.
- Role based access for partners, attorneys, paralegals and ops teams
- Secure document storage paths linked to matters and workstreams
- Access logs that support internal review and audit checks
- Controls for evidence, drafts and final signed versions
What gets configured during secure hosting setup
This service covers the technical settings that keep legal information organised and protected. We work through the hosting environment, account structure and the controls needed for practical day to day use. Where the firm already has data, we also check what needs to be moved, what must stay separated and how the access paths should be arranged.
The work is concrete. It includes user permissions, folder structures, backup routines, authentication settings and the basic safeguards around data handling. If the firm uses shared review teams or has matter based access limits, those rules are set up so the right people see the right files, and not much else.
- Hosting account and environment configuration
- User groups and permission layers
- Backup target setup and restore testing
- Authentication settings for secure sign in
- Document retention and access rule mapping
How the setup is carried through
We start with the firm’s structure, the number of users and the way matters move through the office. That shows where the hosting needs to be tighter, where the evidence work belongs and how support staff should get access without overexposure. From there we map the current process into the platform and set the controls around it.
After the environment is configured, we test the practical side. Can the right team open the right matter. Are backups landing where they should. Do review queues show the expected files. The checks are functional, not theoretical, because law firms need systems that hold up under deadline pressure and not only on paper.
- Discovery of firm structure and access needs
- Environment setup and permission mapping
- Backup and restore verification
- Security checks for matter folders and evidence stores
- Hand over to the firm’s users with working access paths
Turnaround and project shape
The turnaround depends on the number of users, the volume of existing files and whether the firm is moving from a shared drive or a previous system. A smaller practice with clean data and standard access rules may move faster than a larger team with mixed filing habits and older evidence stores. We plan the work in stages so the hosting setup is not rushed through important checks.
For firms in Johannesburg, Pretoria, Cape Town, Durban or Bloemfontein, the schedule also depends on who needs to review permissions, who signs off on access groups and how many test matters must be checked before go live. A careful setup usually saves time later, because fewer access problems and fewer misplaced documents mean less disruption during live matters.
- Simple environment with few user groups
- Moderate setup with matter based permissions
- Large firm setup with multiple departments and review queues
- Data migration adds time when source files need sorting
Pricing approach that fits legal operations
Pricing is based on the scope of the hosting work, the number of users and the amount of configuration needed. A firm that only needs secure access setup and backups will not be quoted the same way as a practice with evidence imports, layered permissions and complex folder rules. The aim is to quote for the actual work, not a broad package that leaves gaps later.
We also factor in whether the firm needs related items such as template builds, workflow configuration or user training alongside the hosting setup. That keeps the work joined up, which matters when attorneys and support teams are all depending on the same matter records. Costs are discussed in Rand and aligned to the exact scope agreed with the firm.
- Scoped to user count and permission structure
- Adjusted for data volume and evidence handling
- Quoted separately where extra security layers are needed
- Optional add ons can be grouped for a cleaner rollout
Aftercare once the environment is live
After the setup is live, the focus shifts to practical support for the firm’s users and the stability of the environment. That includes checking that access still works as intended, helping with permission changes when staff move roles, and reviewing any issues that affect document storage or evidence access. Where the firm’s workflows change, the hosting settings can be adjusted to match.
The support here is not just about fixing faults. It is also about keeping the structure usable for legal work, so the system stays orderly when new matters are added and staff change their responsibilities. If a department starts using new document categories or a review team changes, the hosting controls can be updated without breaking the broader setup.
- Access reviews when staff roles change
- Support for permission updates and folder changes
- Backup checks and restore validation
- Ongoing help for document or evidence access issues
Practical specs for secure hosting setup
The service is set up for professional legal operations and can be aligned to the firm’s internal controls, document habits and data handling needs. It is built to support steady work across office and remote users, with enough structure to keep sensitive files separated and searchable. The emphasis stays on control, traceability and sensible access.
In practice, that means the hosting environment is prepared for the firm’s real files, real users and real deadlines. It is not a generic storage job, and it is not a one size fits all arrangement either. Every setup is mapped to the matter flow and the people who use it every day.
- Role based permissions and user groups
- Backup configuration with restore checks
- Audit logging for file access and admin changes
- Secure access paths for benchtop and browser use
- POPIA aware handling of legal information
- Matter linked document and evidence storage structure
Key facts
| Primary use | Secure hosting for legal document assembly, matter files and review activity |
|---|---|
| Access control | Role based permissions with matter level visibility |
| Backup setup | Configured backups with restore testing and verification |
| Security focus | Audit logs, authentication settings and controlled access paths |
| Data handling | POPIA aware storage and file separation for legal teams |
| Typical fit | Small to large South African law firms with active matter workflows |
