Daniel Law slashes IT infrastructure costs by 40% with cloud computing

With a 60-year history offering specialized legal services in intellectual property, the firm has embraced technological transformation and now moves all business procedures to the cloud

Speedy procedures, security, reliability and swift responses are crucial characteristics for the success of a law firm, even more so in the specialized intellectual property niche market. Daniel Law, founded in 1959, is one of the largest intellectual property firms listed on global rankings such as The Legal 500 and IP Stars and has had a long history of adopting technology to assure its clients’ satisfaction. With systems, business procedures and recorded historical database in the cloud since December 2018, the firm celebrates the benefits of the solution brought by Amazon Web Services (AWS).

“Compared with our innovation initiatives in the past, using BPM and EDM, which carried a certain degree of complexity, the move to AWS was incredibly fast and simple and had no impact on our day-to-day operations. I recommend it to everyone”, says Alicia Daniel-Shores, the firm’s CEO.

One of the most important operations of our business is the processing of The Brazilian Intelectual Propriety Magazine (RPI) issued weekly by the BPTO. The RPI brings official publication of orders and decisions referring to patent proceedings, trademarks and industrial designs. In the early days, even our founding partner, Percy Daniel, would help by checking dates and deadlines manually, a task to be accomplished swiftly to guarantee the granting of important trademarks and patents. “There are millions of orders, and if we do not closely follow the payment of official charges, registration and rights may be lost”, Alicia points out.

In the IT structure in place before migrating to the cloud, one single server carried out a procedure that would take nearly a whole day. With the help of AWS and its EC2 elastic structure, the same procedure is finalized in a few hours, bringing dynamism to all business areas.

Speed, security and cost reduction

Another major benefit brought to business through taking up the AWS cloud has been the increased speed of our integrated office management system. The ERP system formerly used, the Protheus system from TOTVS, operated on-site in one of the two data centers which, until recently, had been maintained by the firm. Initially, the system was first taken to the AWS cloud running in the region of the state of Virginia, USA, but this caused data transmission latency, thus making the system unviable. “The solution was simple, as, at the very outset of the project, we created a logic network interconnecting our offices, systems and AWS; this made it very easy to move the application to one of the Availability Zones of São Paulo. As a result, the performance of the processing system is now ten times better than the performance on-site, explains Mauro Ferraz, head of IT.

The increased speed was also observed in work dealing with the recorded historical database with more than ten terabytes of stored data, as pointed out by Ferraz. While in the legacy system, the load of daily BI data would take a long time to be processed, today the same procedure is executed in a matter of  minutes with AWS Aurora. “The IT environment has shown better performance without the need for investment to optimize the infrastructure or migration problems of the database, producing velocity gains and direct results in internal procedures”, adds Ferraz.

Another good reason to adopt AWS Cloud was the speedy delivery of new projects. The new search system for internal documents is an example. Millions of stored files were processed and indexed in Amazon Elastic search Service.  In this search engine, similar to the largest internet search providers, it is possible to locate a document in seconds, making our daily office routine much faster.

“Overall, our migration to AWS led to a 40% reduction in IT costs, allowing my team to focus on projects, that was impossible before”, concludes Ferraz.

AWS Cloud migration was carried out using tools such as AWS Lambda to execute codes without costs with servers, paying only for usage, and Amazon RDS that sets, operates and processes a related database in just a few clicks, to help with replication of data. Before migration to the cloud, each branch had storage restricted to a local network, and there was a back-up tape system. Under the new structure, the filing system became virtual and centralized in the cloud with the assistance of AWS Storage Gateway service. Migration to the cloud was important not only for higher security but also for compliance issues, as it already meets international data protection standards  “By using this structure, we can reduce hardware investments as the filing system is stationed on AWS S3 with unlimited space and secure data. If a local disk or server ceases to operate, there will be no loss. We would just need to replace the faulty hardware and set up a new synchronization”, concludes Ferraz.

Data security is also another important advantage we have achieved with the implementation of  AWS S3 Glacier, a tool for storage and long-term data backup with low storage costs for the firm’s historical documents. AWS S3 Glacier has 99.999999999% resilience and complies with the most rigorous data security requirements. This is important for intellectual property firms that handle sensitive and confidential data related to trademarks, patents and business secrets. At Daniel Law, clients’ documents are safely stored for as long as necessary to meet legal requirements and clients’ InfoSec policies.

“Our sector is highly specialized, and competition is fierce. The technological model we have adopted brings an enormous transformation to our businesses; it will allow us to review our offers, costs and provide new benefits to our clients”, an enthused CEO Alicia Daniel-Shores wraps up.

 

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