IT Disaster Planning 101

Michael Hernandez / Director of Client Services at Just-Tech, LLC
Juan J. Ocasio / Director, Office of Information Systems Puerto Rico Legal Services, Inc
Liz Keith / Program Director at ProBono Net
Joseph Melo / Director of Engineering Just-Tech, LLC

Puerto Rico Legal Services, Inc.

Non profit corp providing free civil legal services to eligible low income individuals and groups
LSC funded group
Established in 1966, largest legal aid provider in Puerto rico
15 branch offices and 14 satellite offices
Special projects: Tele-lawyer, special education, foreclosure Prevention, Domestic Violence, Community Work, Court Improvement, Compensated Practice Program

Challenges for Overcoming the Hurricane Disaster

Telecommunication services shut down
Employee emergency line down
Payroll due following week
Gas and diesel shortages
Central office security
Data center daily shutdown
Office 365 migration
Manati branch office closed 4 months - personal relocated
No internet in a lot of branches

Preparing for the Future:

Revision of business continuity and disaster recovery plan
Moving to the cloud
Our Website
Case management system - migrating to legal server
Financial system - dynamic GP
Telephone System
Internet redundancy in branch offices
Acquisition of laptops for attorneys
Solar powered portable office
Evaluation of alternative communication system (www.gotenna.com)

Lessons Learned

Business continuity Plan not current
Need to be mobile
Provide internet redundancy in branch offices
Trash bags over computer equipment does work

Pro Bono Nets Mission

Pro Bono Net is a nonprofit leader in increasing access to justice through innovation tech and expertise in building and mobilizing justice networks. Our programs:

Enable legal advocates to make a stronger impact
Increase volunteer participation
Empower the public with resources and self advocacy tools to adress legal issues

Rapid Response Protocol

Regardless of the precipitating cause, an effective rapid legal response requires the following:
Collaboration: Strong and early collaboration among key stakeholders;
Leadership: An early determination of key leaders with clearly defined responsibilities; and
Resources: A marshaling of a wide variety of resources, including both legal and non-legal organizations and individuals, as well as on-line resources.”

Envisions “Coordinator” roles forming the leadership team of a rapid response effort – and outlines these responsibilities in detail

Legal Volunteers Coordinator
Client Coordinator
Public Communications Coordinator
Facilities Coordinator
Technology Coordinator

State or Regional Justice Community Planning

Designated hotline and intake channels with contingency plans if lead program(s) are impacted
Centralized information resource and sign up for pro bono volunteers (+ ability to screen, manage and distribute volunteer capacity where it is needed most)
Authoritative online source with information for the public, including KYR resources, clinics and referral resources to direct services
There are many good nationally-relevant resources available on DisasterLegalAid.org and statewide websites in regions impacted by disasters -- ask if you need suggestions!
Get key content translated in advance
Consider role for LiveHelp if your statewide website already provides this service
Plan digital marketing strategies in advance (e.g. branded URL redirects, Google AdWords, social media etc.)

Tech Building Blocks for Disaster Response

Listservs / networking tools for advocates working in the affected region
Centralized resource (password-protected, if needed) with resources for practitioners:
Disaster legal services manuals
Training and webinar materials
Sample forms and pleadings
Tools to facilitate remote, unbundled services and remote pro bono engagement
Social media & digital marketing strategy (including person appointed to “listen”)