Artificial Intelligence has rapidly moved from being a topic of discussion to becoming part of the day-to-day operations of many law firms. Whether it is assisting with legal research, helping draft documents, summarising correspondence, analysing contracts or supporting administrative tasks, AI-powered tools are becoming increasingly accessible and increasingly capable.
The legal sector has traditionally been cautious when it comes to adopting new technologies, particularly where client confidentiality and professional obligations are concerned. However, the pace of AI development has created a different challenge. Many firms are no longer asking whether they should be using AI. Instead, they are asking how it can be used safely, responsibly and effectively within a regulated legal environment.
Whilst much of the market’s attention has focused on the capabilities of AI platforms such as Microsoft Copilot, ChatGPT Enterprise, Google Gemini, Lexis+ AI and Thomson Reuters CoCounsel, the more important conversation may not be about the AI tool at all. It may be about the technology infrastructure, security controls and governance framework that sit behind it.
AI Is Already Embedded Within Legal Technology
One of the most significant developments over the last two years has been the way AI has become embedded into the software that law firms already use. Firms no longer need to actively seek out AI solutions because AI functionality is increasingly being incorporated into familiar platforms.
Microsoft Copilot is now integrated across Microsoft 365 applications including Outlook, Word, Teams and Excel. Legal technology providers are introducing AI-assisted drafting, matter analysis and document review capabilities into their existing products. Practice management systems are beginning to incorporate intelligent workflows and automation tools designed to reduce administrative burdens and improve productivity.
For many firms, this means AI adoption is happening organically. Employees are discovering AI features within software they use every day and naturally exploring ways to improve efficiency. Whilst this presents significant opportunities, it also creates new responsibilities for firms seeking to maintain appropriate oversight of technology usage.
The Solicitors Regulation Authority has acknowledged the opportunities presented by AI whilst reminding firms that professional obligations remain unchanged. Solicitors continue to be responsible for the advice they provide, the information they rely upon and the protection of client confidentiality, regardless of whether technology assisted in producing the work.
The Biggest Risk Is Often Not the AI Tool
When AI is discussed within law firms, much of the focus tends to centre around the technology itself. Concerns are often raised regarding inaccurate outputs, hallucinations and the reliability of AI-generated content.
These concerns are valid and should not be overlooked. However, from a technology perspective, many firms face a different and potentially more immediate challenge.
The greatest risk is often not the AI platform. The greatest risk is how staff use it.
Consider a typical scenario. A fee earner is preparing advice for a client and wants to save time by summarising a lengthy bundle of documents. They open an AI platform and copy information relating to a matter into the system. The intention is entirely innocent. They are simply trying to work more efficiently.
However, several important questions immediately arise.
Which AI platform has been used?
Has the platform been approved by the firm?
Where is the information being processed?
What security protections exist?
Is the information being retained?
Can the firm demonstrate that client confidentiality has been protected?
These are the types of questions that firms are increasingly having to consider as AI becomes part of everyday legal practice.
Not All AI Platforms Handle Data in the Same Way
A common misconception is that all AI platforms operate under the same security model.
In reality, there are significant differences between publicly accessible consumer AI tools and enterprise-grade AI solutions configured for business use.
Take Microsoft Copilot as an example. When deployed within a properly configured Microsoft 365 environment, Copilot operates within the organisation’s existing security framework. User permissions continue to apply, meaning individuals can only access information that they would ordinarily have permission to view. Existing retention policies, access controls and audit capabilities remain in place.
Similarly, enterprise versions of ChatGPT and Google Gemini offer security and privacy features designed specifically for organisations. Depending on configuration, these services can provide assurances regarding data handling, administrative oversight and organisational control.
The challenge is that these protections are not automatically achieved simply by purchasing a licence.
The effectiveness of any AI platform is heavily dependent upon how the surrounding technology environment has been configured and managed.
Why Microsoft 365 Configuration Has Become Increasingly Important
Many law firms have invested heavily in Microsoft 365 over recent years. However, the arrival of AI has highlighted the importance of ensuring that these environments are properly configured.
Microsoft Copilot can only be as secure as the environment in which it operates.
If users have excessive access permissions, Copilot may surface information that those users can already access but perhaps should not. If information is poorly organised or inadequately classified, firms may struggle to apply appropriate governance controls. If Multi-Factor Authentication is not enforced or security policies are inconsistent, vulnerabilities may remain within the wider environment.
This is one reason why firms are increasingly reviewing access controls, user permissions, document management structures and security policies before introducing AI technologies more broadly.
The conversation is shifting from AI implementation towards AI readiness.
Governance Is Becoming a Business Requirement
The Law Society and the SRA have both emphasised the importance of understanding how AI systems operate and ensuring appropriate human oversight. Whilst neither organisation is discouraging firms from embracing innovation, both recognise that AI introduces new risks that require careful management.
For law firms, this means governance is becoming increasingly important.
Firms are beginning to establish internal AI policies that define which tools may be used, what information can be entered into those systems and how outputs should be reviewed before being relied upon.
Training is becoming equally important. Employees need to understand not only what AI can do, but also where its limitations exist and how client information should be protected.
The objective is not to prevent innovation. It is to create a framework that allows innovation to take place responsibly.
The Role of Hosted Desktop Environments
As firms adopt more cloud technologies, AI tools and hybrid working arrangements, maintaining visibility and control becomes increasingly challenging.
Many legal practices now have employees working from multiple locations, accessing systems from various devices and collaborating across different platforms. Whilst flexibility has become an expectation of modern working practices, it also introduces additional complexity from a security and management perspective.
Hosted desktop environments provide a practical solution by centralising applications, data and security controls within a managed environment.
Rather than information being distributed across multiple devices, firms can provide secure access to a controlled workspace regardless of where employees are working. Security updates can be managed centrally, access controls can be applied consistently and sensitive data can remain within the firm’s managed environment.
For firms exploring AI adoption, this creates a stronger foundation upon which new technologies can be introduced.
Cyber Security and AI Are Now Closely Connected
Cyber security has long been a priority for law firms, but the increasing adoption of AI is creating new considerations.
Many firms are focusing on how AI can improve productivity, but fewer are considering how AI may change their cyber security requirements. The reality is that the more organisations rely on technology, the more important it becomes to secure the environments in which that technology operates.
Strong authentication controls, proactive monitoring, endpoint protection, data loss prevention policies, backup strategies and disaster recovery planning all play an important role in creating a secure technology ecosystem.
These measures may not be as visible as AI tools themselves, but they are often the controls that determine whether innovation can be introduced safely.
Looking Beyond the AI Hype
There is little doubt that Artificial Intelligence will continue to influence the way legal services are delivered. The technology offers genuine opportunities to improve efficiency, reduce administrative workloads and support legal professionals in their day-to-day work.
However, the firms that gain the greatest benefit from AI are unlikely to be those that simply adopt the latest tools first.
Instead, they are likely to be the firms that invest in the governance, security and technology foundations that allow those tools to be used effectively.
The conversation should therefore begin not with the question, “Which AI platform should we use?”
It should begin with a different question.
“Is our technology infrastructure ready for AI?”
For many law firms, the answer to that question may be far more important than the AI tool itself.
How We Support Law Firms
At OneTechUK, we work exclusively with law firms, providing hosted desktop solutions, managed IT support, cyber security services and secure remote working environments designed specifically for the legal sector.
As AI becomes increasingly embedded within legal technology, firms need more than software. They need the infrastructure, security controls and ongoing support that allow innovation to be adopted safely and effectively.
Whether reviewing Microsoft 365 environments, strengthening cyber security, implementing hosted desktop solutions or supporting firms with their wider IT strategy, our focus is helping legal practices build the foundations required for the next generation of legal technology.
