ED115: Policies & Protocols for 21 st Century Legal Aid

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

2. Introduction • Gabrielle Hammond, Presenter Presenter, Gabrielle Hammond National Technology Assistance Project (NTAP)

3. Technology intersects with our practices of poverty law. It forces a rethinking of how we work & what’s possible.

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

5. The Best Marketing You Have is Your Name Your website is your online storefront.

6. Can Low-Income Internet Users Recognize You? www.arlegalservices.org

7. www.arlegalservices.com

8. Your Name (on the web) = Money (for cyber squatters)

9. 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)

10. Are You At-Risk? • Even if you don’t want your website to be heavily visited • Even if you don’t spend a lot of time on your website • Even if you monitor it yearly or periodically • The Answer is Yes: Online and Offline

11. Your Weapons Against Cyber Squatters • Policies that protect your domain • Trademark your name • Negotiation • Money • ICANN Arbitration • Litigation

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

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. Domain Names • Keep all domain registration information among your organization’s important documents. • Ensure communication redundancy on renewals & billing for domain names. • Consider setting up automatic renewal.

15. Purchasing is Cheap • Purchase popular variations of your name • www.bigstatelegalaid.org • www.bsla.org • www.bigstate.org • www.legalaidofbigstate.org • Purchase misspelled variations

16. Monitor your online & offline presence • Make it someone’s job to check. • Make it someone’s job to supervise and report to. • Schedule the routine of monitoring and keep reports to track common problems.

17. Why Trademark?It helps you in any approach. Explore the laws that protect you

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. 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

20. 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

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

22. Greening Your Legal Aid

23. 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.

24. 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.

25. Considerations for Protocols • Inventory current practices • Sustainable building practices • Protocols for purchases • Offer incentives for changed habits • Consider energy offsets • Reduce travel • Articulate ideals

26. 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

27. Reduce Program’s 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

28. Reduce Travel & Use Technology • Web conferencing protocols • Encourage telecommuting

29. Resources • Greening Your Legal Aid – Approaches • http://lsntap.org/Greening_Legal_Aid • Sample Policies (drafts) • http://lsntap.org/Greening_Policy

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

31. 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

32. “Flexible work schedule”“Limits my childcare expenses.” “Avoid commuting time.”“More productive at home."

33. 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.

34. 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

35. 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

36. Resources http://lsntap.org/telecommuting_reading_room

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

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

39. With technology, “communication” is redefined.Have your practices been updated?

40. Reduce what you rely on your email to do for you Use Email for Communication

41. Email Don’ts • 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

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

44. Resources • http://lsntap.org/ed115

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

46. Outsourcing • Bookkeeping • Online forms and applications • Database development • Network Administration • Bulk mailings • Grant writing • Manuals & Guides • Benefits administration • Event Planning • Contracts • Policies

47. Outsourcing Sources • 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. • FreelancerNow.com: You'll get services quickly on this site. • Workaholics4Hire.com: workaholics who have a compulsive need to work at odd hours meet impossible deadlines.

48. 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

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

50. Questions?Materials: LSNTAP.Org/ed115