310 likes | 412 Views
ED114: Tech Policies for Legal Aid. August 19, 2009 Chuck Mills, Maryland Legal Aid Bureau Sue Encherman , Northwest Justice Project/CLEAR Mike Monahan, State Bar of Georgia/ Georgia Legal Services Program Joseph Mays, Georgia Legal Services Program Rachel Medina, LSNTAP. Objectives .
E N D
ED114: Tech Policies for Legal Aid August 19, 2009 Chuck Mills, Maryland Legal Aid Bureau Sue Encherman, Northwest Justice Project/CLEAR Mike Monahan, State Bar of Georgia/ Georgia Legal Services Program Joseph Mays, Georgia Legal Services Program Rachel Medina, LSNTAP
Objectives • Components • Policy Planning Tips • The “Right” Approach • Details…Details…Details… • Laptop Equipment Policy • Social Networking Policy • Benefits of Implementation
POLICY PLANNING TIPS Draft, Meet, Revise, Pause, & REPEAT!
Maryland Legal Aid Bureau • Background • Program Size: 12 county offices • Tech policy re-write: approximately 1 year to design and implement
MDLAB: “The Debate” • Policy vs. Intent of the Policy • Streaming Media • Acceptable Use – personal music & photos • Cell Phone Use – personal calls • Response: • Cover e-mail explaining policy’s intent. Let’s take a look…
THE “RIGHT” APPROACH Is there a right way to draft a policy?
Northwest Justice Project • Policy written approx. 10 years ago • Minor modifications since then • Simple and straightforward • Incorporated in Technology Plan submitted to LSC • Incorporated into Employee Manual
Getting the language right… • Be sure to include principles
Getting the language right… • Indicate the level of flexibility
DETAILSDETAILSDETAILS Laptops and Social Networking Policies
Georgia Legal Services Program: Laptop Security Policy • Background • Why a laptop policy was needed • Length of drafting process • Finaly policy integrated into existing policies: • Laptops are covered by other policies – but, where in conflict, GLSP Laptop Security Policytakes precedence
GLSP Laptop Security Policy View GLSP Laptop Security Policy
GLSP Laptop Security: A note about virus • Laptops equipped with gatekeeper software (CyberGatekeeper) • Allows VPN connection only if the gatekeeper software determines the laptop antivirus is up to date and functioning on the laptop before it is allowed to logon to the GLSP domain
…on behalf of the organization: Core Principles • 1st – check with supervisor first! • Then…
…on behalf of the organization:The Job Duties – While at Work What about off hours?DON’T DO IT But if you do, keep track of your hours.
Social Networking Policy:…as an individual • Social networking during work time • “…. should be limited so as not to interfere with work tasks and functions. Think of using time at work for social media as you would use time at work for personal phone calls or emails.” • For organization: • ask if you are authorized • For professional development: • Indicate you are writing on your own behalf
More principles…. • “Anything you say or do online under your real name can reflect on MLSA. Please be considerate of this fact and be responsible for all of your online activity.” • “Use your personal email address and other contact information for non-MLSA correspondence and participation.”
BENEFITS OF IMPLEMENTATION Real Savings
Maryland Legal Aid Bureau • Cell Phone Bill Reduced $12,000 $7,000 Before Policy After Policy
QUESTIONS for our panelists? • Chuck Mills, Maryland Legal Aid Bureau • Sue Encherman, Northwest Justice Project/CLEAR • Mike Monahan, State Bar of Georgia • Joseph Mays, Georgia Legal Services Program • Rachel Medina, LSNTAP
Don’t forget to complete our survey Thank you Rachel R. Medina, LSNTAP rachel@lsntap.org