ED115: Policies & Protocols for 21 st Century Legal Aid

ED115: Policies & Protocolsfor 21st Century Legal Aid

April 4, 2008http://lsntap.org/ed115

Legal Services NTAP www.lsntap.org

Introduction

Gabrielle Hammond, Presenter

Presenter, Gabrielle HammondNational Technology Assistance Project (NTAP)

Technology intersects with our practices of poverty law.

It forces a rethinking of how we work & what’s possible.

Overview of Session

Intellectual Property (Protect Your Name)

Greening your Legal Aid Office Remote Worker & Telecommunication Communication Policies Outsourcing Services

The Best Marketing You Have is Your Name

Your website is your online storefront.

www.arlegalservices.org

Can Low-Income Internet Users Recognize You?

www.arlegalservices.com

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

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)

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

Your Weapons Against Cyber Squatters

Policies that protect your domainTrademark your nameNegotiationMoney ICANN ArbitrationLitigation

A Look at Sample Protocols

http://www.lsntap.org/practical_steps_protect_your_online_presence

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

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.14

Purchasing is Cheap

Purchase popular variations of your name – www.bigstatelegalaid.org– www.bsla.org– www.bigstate.org– www.legalaidofbigstate.org

Purchase misspelled variations

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.

Why Trademark?

It helps you in any approach.

Explore the laws that protect you

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!

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

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

Overview of Session

Intellectual Property (Protect Your Name) Greening your Legal Aid Office Remote Worker & Telecommunication Communication Policies Outsourcing Services

Greening Your Legal Aid

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.

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.

Considerations for Protocols

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

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

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

Reduce Travel & Use Technology

Web conferencing protocols Encourage telecommuting

Resources

Greening Your Legal Aid – Approaches– http://lsntap.org/Greening_Legal_Aid

Sample Policies (drafts)– http://lsntap.org/Greening_Policy

Overview of Session

Intellectual Property (Protect Your Name) Greening your Legal Aid Office Remote Worker & Teleworking Communication Policies Outsourcing Services

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

“Flexible work schedule”

“Limits my childcare expenses.”

“Avoid commuting time.”

“More productive at home."

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.

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 statement34

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

Resources

http://lsntap.org/telecommuting_reading_room

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) 37

Overview of Session

With technology, “communication” is redefined.

Have your practices been updated?

Reduce what you rely on your email to do for you

Use Email for Communication

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

questions41

Demote Email to Increase Efficiency

IM for quick check in Project Management tools for deadlines

and files Wikis for institutional knowledge Online schedulers & calendars

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?

Resources

http://lsntap.org/ed115

Overview of Session

Outsourcing

Bookkeeping Online forms and

applications Database

development Network

Administration Bulk mailings

Grant writing Manuals & Guides Benefits

administration Event Planning Contracts Policies

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.

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

Resources

100 Small Business Tips and Tricks for Effectively Outsourcing to India (HR World, Feb 15, 2008)

Found at: http://lsntap.org/ed115

Questions?Materials: LSNTAP.Org/ed115

ED115: Policies & Protocols for 21 st Century Legal Aid

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