Law Technology

More on ?Exchange Server Without the Server?

By Ross

Home, home on the Exchange. Where the mail and the attachments roam.

— Ross after a little too much caffeine —
ROSS HERE: Thanks for all the great comments about Abe’s post from yesterday. Here are my own thoughts and responses to some of the commenters:

• Why not use Google Apps or Gmail? Because Outlook specifically and tight integrates directly with core legal software that we often recommend to clients including the Worldox Document/Email manager and just about any case management application. Losing that functionality nearly always  = a major productivity loss and the inability to achieve a complete and contiguous electronic matter file.
• Exchange Server that comes with Windows 2003 and 2008 Small Business Server is cheap (you can get the former still - bundled with Dell small firm servers for 5 users for only $499 - a great deal for a proven, rock-solid platform for even 2-user solo practices). In such a small environment there’s virtually no maintenance needed on any kind of regular basis. We’ve seen Small Business Servers run for years unattended other than backup (not that I recommend that kind of neglect of course - servers have feelings too and could get lonely )
• I hear ‘ya regarding issues with the stability of an outsourced Exchange host - it’s a risk and even doing due diligence about a company’s background, satisfied user base, etc. in the past doesn’t ensure future longevity. It’s why the Outlook client should be set to run in offline mode so a local mirror of the user’s externally hosted Exchange data is available locally too (calendar, mail, contacts, tasks, notes, etc.) This only makes sense of course - you can’t be online ALL the time EVERYWHERE (even if you try).
• Before considering this approach, it is important to determine if it will be compatible with other legal apps you would normally need to integrated with Outlook and Exchange? Might your practice management system hiccup if it can’t find a local Exchange Server? Homework should be done before even thinking about this option.
• There is always the undercurrent of ethical, security and confidentiality issues that swirls around the storage of confidential client and firm information by a 3rd party, especially when such data is zipping around the Net. If this makes you even SLIGHTLY uncomfortable to think about, then don’t do it.
• AND there are other ways to share things like Outlook calendars, access to each other’s mailboxes, tasks, etc. without having any kind of Exchange Server at all. Programs like ShareO from 4Team have been around for years and allow such sharing in a small network environment (Exchange Server is a MUCH better idea, but this approach CAN work if you’re severely budget-constrained).

The bottom line is this. Outsourced Exchange hosting is an interesting option - especially for true solos where having a real Windows Small Business Server may just not be functionally or economically justified. For most of our own clients with two or more users, most have cost-effective smaller servers running Windows Small Business Server which includes Exchange and they use it. That was Abe’s point. Again, thanks for the GREAT and insightful comments!

Full post as published by Ross Ipsa Loquitur on March 18, 2009 (boomark / email).