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ED115: Policies & Protocols for 21 st Century Legal Aid April 4, 2008

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Presentation on theme: "ED115: Policies & Protocols for 21 st Century Legal Aid April 4, 2008"— Presentation transcript:

1 ED115: Policies & Protocols for 21 st Century Legal Aid April 4, 2008 http://lsntap.org/ed115

2 Legal Services NTAP www.lsntap.org Introduction 2 Gabrielle Hammond, Presenter Presenter, Gabrielle Hammond National Technology Assistance Project (NTAP)

3 Legal Services NTAP www.lsntap.org Technology intersects with our practices of poverty law. It forces a rethinking of how we work & whats possible. 3

4 Legal Services NTAP www.lsntap.org Overview of Session Intellectual Property (Protect Your Name) Greening your Legal Aid Office Remote Worker & Telecommunication Communication Policies Outsourcing Services 4

5 Legal Services NTAP www.lsntap.org The Best Marketing You Have is Your Name Your website is your online storefront. 5

6 Legal Services NTAP www.lsntap.org 6 www.arlegalservices.org Can Low-Income Internet Users Recognize You?

7 Legal Services NTAP www.lsntap.org 7 www.arlegalservices.com

8 Legal Services NTAP www.lsntap.org Your Name (on the web) = Money (for cyber squatters) 8

9 Legal Services NTAP www.lsntap.org Cyber Squatters 42% of LSC-funded programs had a cyber squatter. (July 2007) 64% of statewide websites had at least one cyber squatter. (July 2007) 9

10 Legal Services NTAP www.lsntap.org 10 Are You At-Risk? Even if you dont want your website to be heavily visited Even if you dont spend a lot of time on your website Even if you monitor it yearly or periodically The Answer is Yes: Online and Offline

11 Legal Services NTAP www.lsntap.org 11 Your Weapons Against Cyber Squatters Policies that protect your domain Trademark your name Negotiation Money ICANN Arbitration Litigation

12 Legal Services NTAP www.lsntap.org A Look at Sample Protocols http://www.lsntap.org/practical_steps_protect_your_online_presence 12

13 Legal Services NTAP www.lsntap.org 13 Sample Tenets for Policies Keep domain name registration up-to-date Purchase & register popular variations of your name Monitor your online & offline presence Register Trademarks Have a plan of action for fraudulent practices

14 Legal Services NTAP www.lsntap.org Domain Names Keep all domain registration information among your organizations important documents. Ensure communication redundancy on renewals & billing for domain names. Consider setting up automatic renewal. 14

15 Legal Services NTAP www.lsntap.org Purchasing is Cheap Purchase popular variations of your name –www.bigstatelegalaid.orgwww.bigstatelegalaid.org –www.bsla.orgwww.bsla.org –www.bigstate.orgwww.bigstate.org –www.legalaidofbigstate.orgwww.legalaidofbigstate.org Purchase misspelled variations 15

16 Legal Services NTAP www.lsntap.org Monitor your online & offline presence Make it someones job to check. Make it someones job to supervise and report to. Schedule the routine of monitoring and keep reports to track common problems. 16

17 Legal Services NTAP www.lsntap.org 17 Why Trademark? It helps you in any approach. Explore the laws that protect you

18 Legal Services NTAP www.lsntap.org 18 Trademark Your Name Entitles you to easier remedies if a problem occurs -- whether through ICANN, litigation, or negotiation. May be monetary damages. Helps with online predatory practices -- and offline ones too!

19 Legal Services NTAP www.lsntap.org Get Help to Trademark Pro Bono Counsel (Milbank & Tweed and Dickstein & Shapiro) can file these applications for you. $325 - $375 for your program Start here: Email: David Bonebrake: david@lsntap.org 19

20 Legal Services NTAP www.lsntap.org Develop a plan for action What is your commitment and plan for action? –Voluntary transfer of name –Uniform Dispute Resolution Proceeding through ICANN –File a suit in Federal Court under Anti- Cyber Squatting Consumer Protection Act –State Bar Options Get Pro Bono Commitments Before a Problem Arises 20

21 Legal Services NTAP www.lsntap.org Overview of Session Intellectual Property (Protect Your Name) Greening your Legal Aid Office Remote Worker & Telecommunication Communication Policies Outsourcing Services 21

22 Legal Services NTAP www.lsntap.org Greening Your Legal Aid 22

23 Legal Services NTAP www.lsntap.org Do legal aid programs, as champions of fighting injustice, have what it takes to be at the forefront of modeling practices that also fight injustice to the larger global environment? While some argue that the answer to that question is correlated to cost, others argue it is a matter of will. 23

24 Legal Services NTAP www.lsntap.org How Much Does It Cost? Total Costs per Year for a SINGLE Computer Computer & monitor left on for 24 hrs (832.2 kw.) = $93.26/yr Computer only left on for 24 hrs (547.5 kw.) = $71.90/yr Monitor only left on for 24 hours (284.7 kw.) = $31.91/yr Cost per Year for 125 Computers Computer and monitor left on = $11,657.50 / yr Computer only left on = $7,670.00 / yr Monitor only left on = $3,988.75 /yr Based on reports from techie on LStech email list thread, based on Georgia Power rates as of March 1st, 2003 and inclusive of summer and winter energy rates. 24

25 Legal Services NTAP www.lsntap.org Considerations for Protocols Inventory current practices Sustainable building practices Protocols for purchases Offer incentives for changed habits Consider energy offsets Reduce travel Articulate ideals 25

26 Legal Services NTAP www.lsntap.org Simple Policy Considerations Conserve electricity –Turn lights off –Turn equipment (really) off –Purchase Energy Star appliances –Change light bulbs Change kitchen habits Protocols for purchasing Nontoxic cleaning supplies 26

27 Legal Services NTAP www.lsntap.org Reduce Programs Footprint Recycle paper, newspaper, electronics, print cartridges, and batteries Use two-sided paper for printing Limit paper production for in-house communications (intranet) Reduce mail 27

28 Legal Services NTAP www.lsntap.org Reduce Travel & Use Technology Web conferencing protocols Encourage telecommuting 28

29 Legal Services NTAP www.lsntap.org Resources Greening Your Legal Aid – Approaches –http://lsntap.org/Greening_Legal_Aidhttp://lsntap.org/Greening_Legal_Aid Sample Policies (drafts) –http://lsntap.org/Greening_Policyhttp://lsntap.org/Greening_Policy 29

30 Legal Services NTAP www.lsntap.org Overview of Session Intellectual Property (Protect Your Name) Greening your Legal Aid Office Remote Worker & Teleworking Communication Policies Outsourcing Services 30

31 Legal Services NTAP www.lsntap.org 46% of company CFOs stated telecommuting is second only to salary as the best way to attract top talent. VIACK Corporation -- A guide to Teleworking 31

32 Legal Services NTAP www.lsntap.org Flexible work schedule Limits my childcare expenses. Avoid commuting time. More productive at home." 32

33 Legal Services NTAP www.lsntap.org Leading the Way Maryland DOT experienced a 27% increase in productivity when more than 100 employees opted to telework. AT&T realizes $150 million in annual savings (real estate, employee retention and productivity) State of AZ has over 31,000 teleworkers: greater efficiency, morale, and productivity. 33

34 Legal Services NTAP www.lsntap.org General Components An overview of the parameters, and special requirements that apply Information on the nonprofit's systems security provisions and instructions A restatement of the nonprofit's applicable code of conduct Information about the required work schedule and means of communications A signed statement 34

35 Legal Services NTAP www.lsntap.org Making it Work Set expectations of work availability for communication Set expectations on responsiveness Schedule check ins Use tools effectively Address security Address ownership and costs incurred Refine communications policies 35

36 Legal Services NTAP www.lsntap.org Resources http://lsntap.org/telecommuting_reading_room 36

37 Legal Services NTAP www.lsntap.org Resources Examples of Telecommuting Policies Additional Reading: –Implementing a Telecommuting Program (Avaya, 2008)Implementing a Telecommuting Program –A Guide to Teleworking: the Real Facts on Teleworking and How it Can Work for You (2005: Viack Corporation)A Guide to Teleworking: the Real Facts on Teleworking and How it Can Work for You –Telecommuting, Balancing Risk an Reward (TechSoup, 2002)Telecommuting, Balancing Risk an Reward –ABA Report on Telecommuting (1998)ABA Report on Telecommuting 37

38 Legal Services NTAP www.lsntap.org Overview of Session Intellectual Property (Protect Your Name) Greening your Legal Aid Office Remote Worker & Telecommunication Communication Policies Outsourcing Services 38

39 Legal Services NTAP www.lsntap.org With technology,communication is redefined. Have your practices been updated? 39

40 Legal Services NTAP www.lsntap.org Reduce what you rely on your email to do for you Use Email for Communication 40

41 Legal Services NTAP www.lsntap.org Email Donts Do not use email to track attachments and documents as a filing system Do not use email to manage projects, timelines, or histories Do not use email to schedule meetings Do not use email to do heavy problem solving or brainstorming Do not use email to ask quick questions 41

42 Legal Services NTAP www.lsntap.org 42 Demote Email to Increase Efficiency IM for quick check in Project Management tools for deadlines and files Wikis for institutional knowledge Online schedulers & calendars

43 43 Instant Messaging for Quick Communication or Check In Online Project Management for Collaboration & Communication on Projects RSS brings the web to you. How to Use Tools Effectively? What are expectations for using them?

44 Legal Services NTAP www.lsntap.org Resources http://lsntap.org/ed115 44

45 Legal Services NTAP www.lsntap.org Overview of Session Intellectual Property (Protect Your Name) Greening your Legal Aid Office Remote Worker & Telecommunication Communication Policies Outsourcing Services 45

46 Legal Services NTAP www.lsntap.org Outsourcing Bookkeeping Online forms and applications Database development Network Administration Bulk mailings Grant writing Manuals & Guides Benefits administration Event Planning Contracts Policies 46

47 Legal Services NTAP www.lsntap.org Outsourcing Sources http://www.hrworld.com/features/100- tips-outsourcing-india-021508/ http://www.hrworld.com/features/100- tips-outsourcing-india-021508/ Some listings: –Elance Inc.: You'll find tons of freelance writers and designers on this site.Elance Inc. –FreelancerNow.com: You'll get services quickly on this site.FreelancerNow.com –Workaholics4Hire.com: workaholics who have a compulsive need to work at odd hours meet impossible deadlines.Workaholics4Hire.com 47

48 Legal Services NTAP www.lsntap.org Protocols for Outsourcing Evaluate provider and interview like a staff position Define scope, schedule, and outputs Tie compensation to deliverables, not timeline Draft support clause for after project is complete Start small…develop trust Use tools to manage communication 48

49 Legal Services NTAP www.lsntap.org Resources 100 Small Business Tips and Tricks for Effectively Outsourcing to India (HR World, Feb 15, 2008) 100 Small Business Tips and Tricks for Effectively Outsourcing to India Found at: http://lsntap.org/ed115 49

50 Questions? Materials: LSNTAP.Org/ed115 50


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