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]