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

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

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 Acceptable Use Computers E-Mails Internet, Streaming Media & Social Networking Equipment: Cell Phones, Laptops, Netbooks Data Privacy & Security Client Data Employee Expectation of Privacy Passwords E-Mail Networks Virus Scan / Windows Updates Liability/ Safety Cellphone & Driving Netbooks/ Laptops & Ergonomics Physical Safety of Netbooks/ Laptops/ Cell Phones Supported Programs / Licensing Browsers Instant Messaging Tools Un- authorized Software Software Licensing Copyrights/ Trademarks Clause Ownership Clause The Good Judgment or Be Sensible Clause The Monitoring Clause Comply with existing laws Clause

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 Draft (tech director) Review/Revise by ED (end-user perspective) Put away for a month, review with fresh set of eyes, revise again! Run Polished Draft Past HR & Union Contact Respond to HR Questions & one more round of drafts The Debate – Policy vs. Intent of Policy

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 policys intent. Lets take a look… Lets take a look…

8 MDLAB: Tech Policy Contents Completed Acceptable Use Policy Password Policy Cellphone Policy Need Equipment Policy: Netbooks/laptops Social Networking Policy

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 DETAILS DETAILS DETAILS 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 Policy takes precedence

17 GLSP Laptop Security Policy Core concerns: Information security risks Physical damage Value of computer systems & sensitive information Core Policy Components: Physical security controls Virus protection Unauthorized access Other Issues Addressed: Unauthorized Software Unlicensed Software Inappropriate Materials Health & Safety 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 Montanas Draft Policy Introduction (beliefs and general principles) Posting/interacting on behalf of organization Posting/interacting as an individual Consequences

21 Social Networking Policy: The Introduction Building community Honesty & Transparency Serving low income folks Underlying Beliefs Be mature Be ethical Re-read what youve written General Principles

22 Social Networking Policy: …..on behalf of the organization Core Principles While at work….. job duties Off the clock rules

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

24 …on behalf of the organization: The Job Duties – While at Work Pushing & Copying Engaging Listening What about off hours? DONT DO IT But if you do, keep track of your hours.

25 Social Networking Policy: ….as an individual Examples of good social media use: …. sharing positive experiences from work Referring others to legal aid contacts Connecting with others in the legal aid community, using your real identity, on LinkedIn, Twitter, or Facebook or other social networks. Examples of unacceptable social media use: …for client interactions or for giving legal advice Saying others should do something the same way employer does it. Critiquing Complaining Snooping on clients Using your real or a fake identity to engage in any illegal or unethical activity, including but not limited to file sharing, harassing, stalking, defamation, plagiarism, etc.

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 THANK YOU Dont forget to complete our survey Rachel R. Medina, LSNTAPrachel@lsntap.orgrachel@lsntap.org


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