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Should Google Apps Power the Next Generation Legal Aid Office? Analyzing the Cost-Savings, Coolness- Factor, and Controversy May 13, 2010.

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Presentation on theme: "Should Google Apps Power the Next Generation Legal Aid Office? Analyzing the Cost-Savings, Coolness- Factor, and Controversy May 13, 2010."— Presentation transcript:

1 Should Google Apps Power the Next Generation Legal Aid Office? Analyzing the Cost-Savings, Coolness- Factor, and Controversy May 13, 2010

2 Todays Panelists Glenn Rawdon, Program Counsel at LSC Steven McGarrity, Associate Director of Community Legal Aid Services Kathleen Brockel, Executive Director of LSNTAP David Bonebrake, Project Coordinator at LSNTAP

3 Todays Presentation Google Apps and the Cloud Cost-Savings Coolness-Factor (Features & Benefits) Controversy Implementation Google Apps as an Extensible Framework

4 The Google Apps in Legal Aid Survey 12 responses from Google Apps users in the legal aid community.

5 The Takeaway If youre struggling to keep up with IT, Google Apps deserves a look. Google Apps is not untested in the legal aid community.

6 Google Apps and the Cloud Cloud Computing Explained Google Apps Intro

7 Google Apps: The Cost-Savings Google Apps is free for US non-profits with less than 3000 users Will it stay free?

8 The Coolness-Factor (And Why Cool Matters) Google has usability down - users get more out of products they know and like Innovation is exciting

9 Google Apps Includes: Gmail Google Calendar Google Docs Sites Contacts Start Page Google Video Talk Google Apps does not include Google Voice, Google Buzz, and Google Wave.

10 Benefits of Google Apps Powerful search Collaboration Cloud access Spam filtering Mobile integration Disaster Recovery

11 Powerful Search

12 Collaboration Is there any better tool for online collaboration than Google Docs?

13 Collaboration Not just for Gmail users Sign up for a Google Account

14 Cloud Access Users can securely access Google Apps from any location with an Internet connection, without using a VPN. With the proper configuration, that connection can be securely encrypted from wherever the users accesses Apps.

15 Cloud Access and SSL Common Internet encryption protocol http vs. https Can be automatically turned for all users

16 Spam Filtering Fantastic spam filtering within Google Apps It just goes away

17 Mobile Integration Displays very well on iPhone, Android, and Blackberry. Includes support for Google Docs

18 Disaster Recovery Data is stored off-site on duplicate Google servers Continuing operations simply a matter of finding a working Internet connection Switching MX records after a disaster

19 Google Apps: The Controversy The Google Apps main controversy is over security and data privacy Security and privacy are paramount concerns That said, we need to be realistic in our assessments

20 Can We Do Better? Attorney-Technologist Dennis Kennedy: Make a realistic comparison of what you're doing now. Attorneys often worry about security and confidentiality issues with [cloud providers] while employing practices in their office that are all but laughably unsecure." king-in-the-cloud-lawyers-and-saas

21 The Weakest Link is in this Room Typically the weakest link in any security setup, whether on-premise or cloud-based, is the user

22 Advanced Password Settings

23 Good Password Policy Guidelines A password policy should have the following: – Maximum password age: 90 days – Same password should not be used on sites like Facebook, Flickr, or Amazon – Minimum password length: 8 characters – Password must meet complexity requirements. The password complexity requirements are: – Not contain all or part of the users account name – Contain characters from three of the following four categories: English uppercase characters (A through Z) English lowercase characters (a through z) Base 10 digits (0 through 9) Non-alphabetic characters (for example, !, $, #, %) Its always a good reminder to set strong passwords and change them regularly between 90 -120 days, even if it means adding or changing the last character in the password. Source: password-control/ password-control/

24 Additional Security Considerations Mitigates risks associated with lost laptops and thumb drives. Files are stored and worked on in the cloud. Although it's important to keep our data private, it's not a high target. There is no great financial incentive to get our clients information.

25 What happens if Google is subpoenaed for my email records? Does Google just hand them over? 6.3 Required Disclosure. Each party may disclose the other partys Confidential Information when required by law but only after it, if legally permissible: (a) uses commercially reasonable efforts to notify the other party; and (b) gives the other party the chance to challenge the disclosure.

26 Ethics Considerations Bars have been quiet on cloud computing and Google Apps, but law firms are moving forward NC Proposed Ethics Opinion: Cloud okay if you make efforts to minimize the risk Due diligence is essential

27 Protect your firm with CoreVault! Can you imagine losing hundreds of legal briefs, thousands of billable records or multitudes of vital client e-mails? Protect your firms critical data automatically, securely and off-site every day with CoreVault, recommended by more than 15 bar associations across the country…. -SC Bar Email Blast

28 Client Data Most programs do not have formal policies for handling client data, but do store at least some client data on Googles servers One approach: only use client first name and last name initial. Refer to case # if necessary Survey Answer: Yes. As a general proposition we are very comfortable with Google's privacy and security controls. In general, our concerns are not with client data being hosted by Google, any more than we would be with any other TP hosting service with proper privacy and security controls. The real issue is the users, i.e., assuring that they understand and properly use the Google Apps to assure client confidentiality is preserved. This is especially important given the ease with which Google Apps content can be shared

29 Moving your Domain to Google Apps








37 Administration with Simple Dashboard

38 Step-by-Step Setup Guide Available

39 TCO Calculator Provided

40 Moving Email It's as Easy as 1, 2, 3 1.

41 2.

42 3.

43 Email Before Move to Google Apps

44 Email After Move to Google Apps

45 Email in Gmail Interface


47 Free Sync Tool for Outlook


49 Importing Existing Documents


51 You can select multiple files and types

52 Automatically convert as you upload

53 Don't forget, you can take a test drive before you commit!

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