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ED114: Tech Policies for Legal Aid

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 .

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ED114: Tech Policies for Legal Aid

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  1. 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

  2. Objectives • Components • Policy Planning Tips • The “Right” Approach • Details…Details…Details… • Laptop Equipment Policy • Social Networking Policy • Benefits of Implementation

  3. Comprehensive Tech Policy

  4. POLICY PLANNING TIPS Draft, Meet, Revise, Pause, & REPEAT!

  5. Maryland Legal Aid Bureau • Background • Program Size: 12 county offices • Tech policy re-write: approximately 1 year to design and implement

  6. MDLAB: Putting it all together

  7. 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…

  8. MDLAB: Tech Policy Contents

  9. QUESTIONS?

  10. THE “RIGHT” APPROACH Is there a right way to draft a policy?

  11. 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

  12. Getting the language right… • Be sure to include principles

  13. Getting the language right… • Indicate the level of flexibility

  14. QUESTIONS?

  15. DETAILSDETAILSDETAILS Laptops and Social Networking Policies

  16. 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

  17. GLSP Laptop Security Policy View GLSP Laptop Security Policy

  18. 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

  19. QUESTIONS?

  20. Social Networking

  21. Social Networking Policy: The Introduction

  22. Social Networking Policy:…..on behalf of the organization

  23. …on behalf of the organization: Core Principles • 1st – check with supervisor first! • Then…

  24. …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.

  25. Social Networking Policy:….as an individual

  26. 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

  27. 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.”

  28. BENEFITS OF IMPLEMENTATION Real Savings

  29. Maryland Legal Aid Bureau • Cell Phone Bill Reduced $12,000 $7,000 Before Policy After Policy

  30. 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

  31. Don’t forget to complete our survey  Thank you Rachel R. Medina, LSNTAP rachel@lsntap.org

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