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LSC has promoted the use of technology to expand its grantees’ provision of legal services to the low-income population and to develop a library of accessible self-help materials for unrepresented persons. The Technology Summit Report outlines a vision for how technology can serve as a vehicle for access to justice across the United States. LSC has also updated the document Technologies That Should Be in Place in a Legal Aid Ofﬁce Today(2014 Tech Baselines) that was first issued in 2008.
To build on and enhance this work, LSC has established a new Technology Fellowship Program. The Fellowship program allows employees of LSC grantees to apply for a fellowship to implement one of the five strategies from the LSC Technology Summit or one of the capacities/functions from the 2014 Tech Baselines not currently in place at the grantee program.
The 5 target areas outlined from The Technology Summit Report are:
Statewide Legal Portals: A single, statewide mobile web access portal to which a user will be directed no matter where he/she comes into the system
Document Assembly: Users will answer questions regarding their legal matter and a forms system will use the information to generate the appropriate forms
Mobile Technologies: Access to justice services will be location-independent and accessible using smartphones, tablets, and other mobile devices. (e.g. smartphone scanning for document submission)
Business Process Analysis: Involves mapping of how tasks are performed using standard conventions for depiction processes ensuring complete understanding of how to perform tasks at all levels.
Expert Systems and Intelligent Checklist: Clients enter information into an expert systems which generates legal information tailored for them or legal advocates. Intelligent checklists guide clients and legal advocates through processes.
The LSC Technology Fellowship Program includes:
- A scholarship to attend the 2015 TIG Conference, as well as a special pre-conference session for fellows.
- A mentor from within the legal aid community to assist with the implementation of the project.
- At least three webinars over the next year sponsored by the Legal Services National Technology Assistance Project (LSNTAP) to support the fellows in their project implementation.
- A final project presentation at either the 2015 NLADA Conference or the 2016 TIG Conference to showcase the projects.
Applicants must complete a short online form and propose a project that either implements a strategy from the LSC Tech Summit or helps their program implement a baseline or tech capacity not currently in place in the program.
LSC will sponsor the scholarships and attendance at the 2015 TIG Conference and will provide travel expenses for the final project presentation. All remaining expenses to support the project will be the responsibility of the grantee, including the time of the fellow for working on the project and project expenses. The number of fellowships offered will be determined by LSC based on the funds available, but the fellowship class will likely be around 10 to 12. LSC will select all fellows.
To assist LSC with providing fellows appropriate support and resources, LSC will partner with the Technology Section of the NLADA on this initiative. This section has been a valuable partner for LSC with planning and conducting the Technology Summit and with the revisions to the Tech Baselines.
Please share this opportunity with your staff. The application deadline is Tuesday, December 9, 2014 at 11:59 PM EST. If you have questions regarding the fellowship, contact David Bonebrake at email@example.com or 202-295-1547.
— LSNTAP (@LSNTAP) November 26, 2014
Cloud Computing is an emerging computing technology that uses the internet and remote servers to maintain data and applications. I'm assuming that most of you already cloud compute at some level professionally, personally, or both and reap some of the many benefits including:
- Reduced spending on technology
- Allowing employees to work remotely anywhere in the world with internet access
- Improved accessibility
- Project Management
- Access files on any computer/tablet/mobile device
- Many more!
With these benefits, however, come many concerns primarily related to keeping information safe, accessible, and secure when it is stored in the cloud (on remote servers). Safety and security concerns are definitely not unfounded. Massive data breaches related to large established companies are becoming everyday news, and users should be cautious when using the cloud especially for sensitive information. I highly recommend checking out this interactive infographic about the World's Biggest Data Breaches. The visualization allows you to filter the data by year, how information was leaked, number of records stolen, data sensitivity, and more. It is also just really neat looking.
I don't want to make you paranoid about cloud computing or to think that putting your information on the internet is less secure than keeping it in house. If you are not regularly checking your systems, conducting penetration and recovery tests, and training employees, you are likely to improve your security by moving to cloud based storage. That being said, keeping your information safe in the cloud is a two-way street between vendors and end users like you. Here is what you can do to keep your information safe.
One of the best ways to keep your information safe is to understand how data breeches happen and how to prevent them.
According to the Infographic, the methods of leak include:
- Accidentally Published
- Inside Job
- Lost/Stolen Computer
- Lost/stolen media
- Poor security
You don't need to be a network administrator to take precautions. Here are 6 tips to help keep your data safe in the cloud!
TIP #1 Passwords & Two-Factor Authentication
Your passwords for accessing sensitive information need to be strong and secret. Don't give your passwords out. This may be a no-brainer, but people are scammed into giving hackers their passwords everyday. Don’t give up your passwords.
Create strong passwords: Microsoft has a tool for testing the strength of your passwords. I used to struggle with creating and remembering strong passwords, but now I use mnemonic tricks to help me create difficult passwords that are easy for me to remember. Here is an example from makeuseof.com
Take a phrase: Little Boy Blue, Come Blow Your Horn. The Sheep's In The Meadow. The Cow's In The Corn.
Replace: the "s" with a 5 and "L" with a 7
Create your password using the first letter of each word and your replacement numbers: 7bbcbyht5itmtcitc
Use 2-Factor Authentication: by requiring more than on log-on factor, you increase the level of difficulty required to break into your account. Google has a 2-step verification sign-in option which sends a code to your mobile device after you enter your password. The code is then used as the second form of authentication which means that a hacker would have to have your password and mobile device to break in. There are several different methods used for 2-step authentication, and if you are dealing with sensitive information, 2-factor authentication is critical.
TIP #2 Choose The Right Vendor
When looking for a vendor there are several important factors you want to keep in mind to make sure security is a priority:
- Encryption: find a vendor that encrypts your data at all times including when it is in transit.
- Uptime: How much of the time will you be able to access your information. This information typically comes in 9's and doesn't include planned maintenance. 99.99 or 99.9% is what you should be looking for here.
- HIPAA Compliance: If your cloud provider is HIPPA Compliant, using the service is probably safer than keeping sensitive data on paper or local servers which can easily be stolen. Other regulatory compliance certificates to look for are SAS70 and SSAE16 which are processes that a vendor goes through to be certified having a high degree of security.
- If you’re storing credit card numbers, you vendor needs to be compliant with PCI DSS
TIP #3 Educate and Train Staff
Your staff might think that because they work at a small non profit, they are not at risk for a data breech. This isn't true. While larger companies have a broader appeal to professional hackers, most crimes are crimes of opportunity. Educate your staff to make sure they are following all safety procedures especially when dealing with sensitive information. According to an article about the inevitability of data breaches, "One open port or bone-headed password is enough to get 'owned'." Everyone in the office must make security a priority in order to keep your data and your client's information safe. Employees should be trained regularly and updated about all new security risks and procedures.
TIP # 4 Track Inventory
Data breeches often occur when computers or other media are lost or stolen. Keep track of your organization's computers, USB's, hard drives, and other hardware that could, if stolen, result in a data breech. There was just a conversation on our LSTech Listserv about Hardware Inventory Management. Here are a few of the software programs that other legal services programs are using:
DELL Kace: Free trial available, Inventory management, software distribution and more.
System Center Essentials: Cheap licenses available on Tech Soup.
Spiceworks: Free application. The IT manager who sent this one seemed really enthusiastic about this free program's capabilities.
TIP # 5 Network Security
Make sure that your network is protected with firewalls, intrusion prevention, intrusion detection, anti-virus protection and malware-detection. Also, make sure these programs are up to date. Turn on automatic updates to install important updates on all computers in the network.
TIP # 6 Control Access to Information
This step is often overlooked, but critical to take into account. One of the best ways to prevent data breeches is simply controlling who has access to information. Temporary staff and Interns probably don't need to have access to client info. This also includes access to the servers which comes in when choosing vendors. Make sure your vendor controls who accesses you information.
Prioritize your data in terms of document type from most to least sensitive. Make sure you take extra precautions for highly sensitive information like medical history, documents about abuse of a minor, social security numbers, donor information etc. For sensitive information, a layered approach to security encompassing these 6 tips is the best way to keep your data safe.
Creating and Building a Legal Aid Dashboard
Laura Quinn, Executive Director, Idealware, who will lead the class.
Peter Campbell, CIO, Legal Services Corporation
Kristin Verrill, Attorney, Atlanta Legal Aid Society
- What is a Dashboard?
- 7 Steps to Your Own Dashboard
- Define who and what it's for
- Understand what your users want
- Map metrics to your needs
- Choose your dashboard platform
- Design charts and displays
- Implement and roll out
- Plan to iterate
- Some Dashboard Case Studies
Dashboards consolidate information to help measure monitor, and manage the way you work.
What data does a dashboard track?
It depends on the organization, but it could include:
- Operational data: day-to-day data. for example: the number of open cases assigned to each attorney, average time that a case is open, or time spent per program.
- Program spend and budget
- Program impact: client satisfaction.
- More Specific: ie, calculated metrics like the average time that a case is open or the time spent per program.
STEP 1: Define Who and What you Dashboard is For:
Who will be the highest priority users?
Who are you designing the dashboard for?
Will there be additional types of users?
Is your goal to Centralize key Metrics? Do you want everyone to be able to seethe same set of metrics, to help keep everyone on the same page. Is this for the board, the ED, the public, etc?
- Or will staff choose their own metrics. Will they be customized to help people with their own jobs, but don't necessarily get everyone on the same page.
- Is data self-service a goal. Do you want to allow staff to look up data themselves rather than requesting it from a central team.
- Define what success looks like: resist the urge to make something that's all things to all people.
"The more you know going into it, the more success you will have -Peter Campbell"
STEP2: Understand What Your Users Want From the Dashboard
Find out what they currently do: convene staff members and talk about their current processes for decision making. Pay more attention to gaps and workaround than to what they say they'd use.
Consider the "Magical Dashboard": ask people to draw out the information they'd like to have can be useful.-- often desires are surprisingly simple.
Define what they really need
- Simple summary of key data
- Complex indicators
- Ability to tailor their own need
- To be able to drill into details
- To do scenario planning
STEP 3: Map Metrics to Your Needs
Find overlap in what you want to know and what you can collect.
What data will help you make decisions?
Where will the data come from?
- Do you have the data.
- How easy will it be to pull it for your dashboard.
- What kind of transformation will it need.
Don't Underestimate this process: for many orgs, designing the right metrics-those that are both useful and practical-is the hardest part of a dashboard process.
Kristin: Start with information you already have in your Case Management System
STEP 4: Choose Your Dashboard Platform
What Platform will work best?
Your Existing Legal Case Management System: probably has a lot of your data.
An Excel Spreadsheet
A plug-in reporting or dashboard tool.
Conceptually similar to an excel spreadsheet.
Or an external reporting tool
Or A Custom-Built Dashboard: more flexibility, but likely requires more time and effort.
STEP 5: Design Charts and Displays
Match your metrics to visuals-let the data itself take center stage.
Keep your data clean.
Beware the glitzy graphic: how much are you taking up with glitz rather than information
In many instances, display the data in different ways. People like the big picture, and to drill down into specifics.
STEP 6: Implement and Roll Out Your Dashboard
Bring the data together with your visuals and platform to let the magic happen.
Obviously, the effort and process will depend hugely on what you are doing
Roll it out thoughtfully:
Don't forget about training and the process of getting people on board
It doesn't matter how great it is if no one uses it.
STEP 7: Plan to Iterate
It's much easier to figure out what's needed by iterating than through a huge design process
Refine Your Data as Well
Your dashboard is only as good as your data-but making it more visible can often inspire improvements in data quality.
Some Dashboard Case Studies:
Atlanta Legal Aid Society
- Awarded a TIG in 2012 to develop and Executive Dashboard in their existing case management system, LegalServer.
- The dynamic reports allow the executive team to both see a high-level overview of programs and services, and drill down to see outcomes for a specific program or individual.
Blue Ridge Legal Services
- Static charts and graphs built in Microsoft Excel, displaying performance metrics to compare individual offices, programs, and case handlers
- Used for individual performance reports for staff or offices
- Displaying results more more
- Long-term goal is to create a template file in Excel, allowing staff to quickly create dashboards from custom reports or queries.
Utah Legal Services
- Awarded a TIG in 2010 to develop dashboards in Kemp's Case Works to provide a clearer and more user-friendly version of their quarterly performance reports.
By Idealware—People “like” you, but what is that actually doing to support your organization’s bottom line? We’ll talk critically about how you can move constituents up a ladder of engagement from a simple “like” to actually get them to do something for your organization. Ask a question, attend an event, volunteer and yes, even donate—it’s possible to get your constituents to do all of these things as a result of social media actions, but it’s not easy. Armed with case studies, industry research and plain old common sense and experience, we’ll work together to recalibrate your social media mindset in order to provide more value and cultivate a deeper commitment.
Chris Tuttle, Idealware Expert Trainer, Principal Consultant, Tuttle Communications
Christine Mandiloff, Communications Director, Montana Legal Services Association
What We'll Cover Today
- What is engagement?
- Practicing engagement
- Next steps
Your Challenge: think like a social media user. People use social media:
- To post updates to their friends and family
- To share pictures and videos
- To market themselves
- To learn about things to do
- To have fun
When brands can tap into people, you will find engagement is much stronger.
Breaking through the social interaction
Your mission: Engage your constituents in a truly social way!
Not just pushing resources, press releases, or asking for money.
Goals are essential:
Which social media tools you use and how you use them depend on what you want to accomplish and who you want to reach.
Goals should be SMART
Define: What do you want to achieve by using social media?
Goal 1: Build the Community
Measured by followers
People talking about
Goal 2: Providing Information
Programs and Events
Goal 3: Promote Services
Educate people about how to reach your organization
Ask people how they found out about you (to measure)
Goal 4: Raise Funds
One of the most common social media goals
One of the most difficult goals to achieve
Communications that are the most successful tend to be the ones that are the most fun. Behind the scenes pictures of staff at an outing or retreat.
The Path to Deeper Engagement (# of likes)
Moving from Like to Love <3
Provide value at every stage of the pyramid:
- Offer a central place for people to ask, learn, stay informed, and join in
- You let them feel heard and answer key questions
- You built a community & offered a chance to join in
- You connected them to something great!
What does it mean to provide value:
- What services can you offer?
- Can they volunteer online?
- Can this be a portal to involvement, events, community building?
- What info can you share?
- Before each post, ask yourself: is this providing value?
What Constituents Want vs. What you Want
It's not just what you do, but how you do it.
- Don't use social media just because you think you should
- People will know when you are faking it.
- Don't share content for the sake of sharing content
Practically Practicing Engagement (how to attract attention)
- Attract followers: offer exciting things and keep them hungry for more.
- Get People "in the door"
- Ask constituents to invite friends
- Ask influencers to promote your page
- Include a link in emails and on website
- Include on business cards, email signature
- Do a campaign with an incentive
- Create a contest-photo contests work great
- Tell people!
Listening and Responding
- Tweets are threaded if you use the reply button
- Ask for feedback
- On Facebook turn on reply option. (it defaults off)
- Cross Promotion
- Ask your followers questions
- Use Hashtags
Encourage Interaction: Be engaging with every communication
- Provide resources
- Share stories
- Share related events
- Highlight your community
- Make connections between students
- Ask questions
- Share volunteer or job opportunities