ED114: Tech Policies for Legal Aid August 19, 2009 Chuck Mills, Maryland Legal Aid Bureau Sue Encherman, Northwest Justice Project/CLEAR Mike Monahan,

ED114: ED114: Tech Policies for Legal AidTech 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

ObjectivesObjectivesComponentsPolicy Planning TipsThe “Right” ApproachDetails…Details…Details…

◦Laptop Equipment Policy◦Social Networking Policy

Benefits of Implementation

Comprehensive Tech Comprehensive Tech PolicyPolicy

POLICY PLANNING TIPS

Draft, Meet, Revise, Pause, & REPEAT!

Maryland Legal Aid Maryland Legal Aid BureauBureauBackgroundProgram Size: 12 county officesTech policy re-write:

approximately 1 year to design and implement

MDLAB: Putting it all MDLAB: Putting it all togethertogether

MDLAB: “The Debate”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…

MDLAB: Tech Policy MDLAB: Tech Policy ContentsContents

QUESTIONS?QUESTIONS?

THE “RIGHT” APPROACH

Is there a right way to draft a policy?

Northwest Justice ProjectNorthwest Justice ProjectPolicy written approx. 10 years

ago◦Minor modifications since then

Simple and straightforwardIncorporated in Technology Plan

submitted to LSCIncorporated into Employee

Manual

Getting the language Getting the language right…right…Be sure to include principles

Getting the language Getting the language right…right…Indicate the level of flexibility

QUESTIONS?QUESTIONS?

DETAILSDETAILSDETAILS

Laptops and Social Networking Policies

Georgia Legal Services Georgia Legal Services Program: Laptop Security Program: Laptop Security PolicyPolicyBackgroundWhy a laptop policy was neededLength of drafting processFinaly policy integrated into

existing policies:◦Laptops are covered by other

policies – but, where in conflict, GLSP Laptop Security Policy takes precedence

GLSP Laptop GLSP Laptop Security PolicySecurity Policy

View GLSP Laptop Security Policy

GLSP Laptop Security: GLSP Laptop Security: A note about virus 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

QUESTIONS?QUESTIONS?

Social NetworkingSocial Networking

Social Networking Policy: Social Networking Policy: The IntroductionThe Introduction

Social Networking Policy:Social Networking Policy:…..on behalf of the …..on behalf of the organizationorganization

……on behalf of the on behalf of the organization: organization: Core PrinciplesCore Principles1st – check with supervisor first!Then…

……on behalf of the on behalf of the organization:organization:The Job Duties – While at The Job Duties – While at WorkWork

What about off hours?

DON’T DO ITBut if you do, keep track of your hours.

Social Networking Policy:Social Networking Policy:….as an individual….as an individual

Social Networking Policy:Social Networking Policy:…as an individual…as an individualSocial 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….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 Maryland Legal Aid BureauBureauCell Phone Bill Reduced

$12,000

$7,000

Before Policy After Policy

QUESTIONS FOR OUR QUESTIONS FOR OUR PANELISTS?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

THANK YOUTHANK YOUDon’t forget to complete our survey

Rachel R. Medina, [email protected]