If you can, please type your name and the organization you work for in the chat so that we have a roll call for the video. Thank you!

Glenn Baum from Legal aid buffalo

Suzanne Tomatore City Bar Justice Center

Marlen Valarezo, NAICA

Hello, audio is breaking up.

Hanna Kaufman from Lawyers Trust Fund of Illinois (thanks for letting me crash!)

Carla Palumbo Legal Aid Society of Rochester, NY

Hi all. Philip Duncan from NMIC

Sateesh Nori from The Legal Aid Society- NYC

Quisquella Addison LawHelpNY

Jennifer Weng...Asian American Legal Defense and Education Fund (AALDEF)

Laura Waszak- Volunteers of Legal Service

Hey Everyone, Andrew Sta. Ana from Day One

Elisa Lackey from the University at Buffalo School of Law’s Clinical Program

Eunice Bencke New York State Bar Association

Samantha Squadrito, Legal Aid Society of Northeastern New York, Amsterdam Office

Anne Malak, Legal Aid Society of Northeastern New York

Aaron Perlson, Lawyers Alliance for New York

Paula from Community Dispute Resolution Center, Chemung, Schuyler and Tompkins County

Julie Loesch, Director of Child & Family Services Center for Resolution and Justice (CRJ) in Buffalo

Liliana Yanez, My Sister’s Place

Luz Medrano, CUNY Citizenship Now

Zachary pike, The Legal Aid Society of Rochester

Tim Baran, Pro Bono Net

Susan Shin, New Economy Project

Hi everyone, Cristina Ceron, from The Safe Center LI in Bethpage, NY

Teri Azzue- The Safe Center, LI

Lisa Reiner, COmmunity Legal Resource Network @ CUNY School of Law

Gretchen Gonzalez, ECBA Volunteer Lawyers Project Buffalo NY

Michelle Peterson, Empire Justice Center, Rochester, NY

Elvis Torres, NAICA in the Bronx

Donna Lee, CUNY Law School

Joanne Sirotkin-Legal Services of the Hudson Valley

Thank you all and welcome

Dennis Kaufman from Legal Services of CNY

Gio Justiniano from The Legal Aid Society - NYC

Christine Fecko, IOLA

Antonio Smith, Legal Services of the Hudson Valley

Sara Horeth, The Legal Aid Society of Rochester, NY

Nicolas Bammer-Whitaker from NMIC in NYC

If you are not speaking would you please mute your phones? Thank you.

Audio isn't very clear.

We're in the process of getting VPN set up for our staff. We also use cloud based database systems...Donor Perfect and AirTable

Aimee Latorre, Pro Bono Net / LawHelpNY

The audio is fairly clear on my end, so hopefully the recording will be better quality if you're having problems.

Krystal Bertrand, The Legal Aid Society of Rochester

Airtable is really powerful, I second using that for collaborating

WE are also using airtable

We are using SharePoint.

I do have a question related to Glenn's comment about getting people in and out of VPN.

Can a list of the resources mentioned on this call be sent to us all?

Seconded, Lisa!

And just to add we do have VPNs but not enough for the full organization so Microsoft 365/SharePoint has been our tool for working remotely.

The chat log will be a part of the video download, so you should be able to see all of the comments we share here

we are also using google voice and we had everyone's office extension forwarded to their google voice

We have a remote log in for our phones so we can forward our phones to other numbers during the day and then turn them off in the evening.

Suggest briefly explaining what a vpn is

What does the panel think about using VPN over moving to a cloud-based environment, at least for the time being?

Same

Riffing on “cloud-based environment,” what about CLIO, if folks have experience with it?

It's hard to just pivot and move to the cloud based environment if you have not already been working on it.

We use Clio within our Clinical Program/ Firm… it’s very user friend (and cost effective for education programs). Our students use it in both our clinic & externship programs.

If people are interested in hearing about these tools, please let us know (you can reply to the email you got with the Zoom link for today)

Yes, please - thanks!

And also let us know if you are interested in telling us about your experiences with CLIO or AirTable, etc!

We’ve been using Webex Teams for Internal Communications with the Program, which is a great, encrypted space that we’re able to use to communicated with many different “Teams” — similar to texting on steroids. (Like Slack, but a little more user-friendly, IMO.)

Yes we use Teams too.

Vedica from NYC Bar Justice Center, we have been using VPN and (Slacks for internal communication) which has been working for us

Glad to share the ways I’ve used Airtable for project tracking and quick-and-dirty simple databases

Every now and again we are having internet issues, dropping off

When you say Teams do you mean Microsoft or another platform? What is WebEx Teams?

we at NMIC have been making heavy use of Teams and have found it to be very useful

Was that program ToDoist?

Yes

our legal team is using WhatsApp for group communications within the team, but the organization wants to move to slack or wbex teams. Any issues with continuing to use WhatsApp compared to those other two?

^^ I assume you have a corporate account for WhatsApp--- people aren't using their personal handle

I love Microsoft Teams.

If people don't know already...techsoup.org offers discounted hardware for nonprofits

yes. corporate account

ToDoist is an organization application that allows you to organize, plan, and collaborate — a collaborative to-do list, where you can assign tasks for other, follow up with assignments, etc.

We just ordered headsets for staff for computers and phones. MiFi's were dispatched to rural area staff that had internet challenges. We also had our tech department create a work around for staff to login to agency server from home equipment (over Citrix) but requiring double authentication via a code on their phones. All other staff with agency equipment are directly connected.

How are folks handling the fact that our offices are closed and we're receiving snail mail only occasionally and thus not receiving all mail (e.g. Fair Hearing notice) in a timely fashion?

We don’t have external phones. Any other suggestions other than Google Voice and blocking personal cell? Is there any calling software that could be used?

We don’t have Gsuite.

Ringcentral has been suggested by some.

It does have Ring Out to call out by computer too.

Ring Central is currently free for new nonprofit orgs due to COVID.

You can build a call tree with it

Now would be a good time to look at your “personal device” and “personal accounts” use policies, make sure they have the right info, the right emergency allowances, etc.

Great point Stephen

Excellent clarifications.

Question if there's time for it - what are folks using to securely scan and send documents back and forth with clients, especially low-cost/free options that clients can use with limited access to internet, scanners, etc.?

Will there be discussion of how to document exchange with clients. Part 2, where client is only using a smart phone…

redirecting just your main numbers to a few phones temporarily via 8x8, RingCentral, Jive, or one of those hosted VOIP services with autoattendant features is less fraught than switching the whole org

jinx ;)

On this slide - Kudos to John and Just-Tech for taking care of a config problem on Absolutely NO notice

The NY AG is looking into Zoom over its privacy practices https://www.nytimes.com/2020/03/30/technology/new-york-attorney-general-zoom-privacy.html

On the topic of requiring user behavior/use of certain tools, are organizations able to implement? A frequent topic at Tech conferences has been leadership buy in. Is that still an issue or has the crisis solved the buy in issue?

Yes important context, Phil!

thx, we use it but it’s something to keep in mind

What is the name of the scanning feature (app) mentioned for office 365?

Lens

Microsoft Lens

thank you!

If you’re in a bind with scanning, TurboScan is a great app (cost is minimal); iPhone’s also have the ability to scan within the Notes application. (I would suggest trying to scan/take pictures of 100 pages, but helpful when in a pinch.)

i use turbo scan everyday

Yikes… wouldn’t** suggest haha :-)

1. Are there other concerns about clients taking a document sent for review and signatures only to duplicate the document on their with the info completed by the attorney and subsequently fail to pay for services rendered?

Thanks, all.

Users should not share passwords. Sometimes administrators have to for certain services. Consider Bitwarden or other password manager that controls sharing securely..

^ non-sequitur i know

I have found ConnectWise connect is a very powerful tool for remote access to user computers.

Our IT person set us up with Guacamole for remote access to our individual computers and server at the office

Thank you - this has been useful. I have to switch to yet another zoom meeting

Free tool for recording screens for training: Sharex. Print Screen on steroids with recording options.

Toggl.com is a free cloud-based tool to track time either in real time or log time. There are premium versions available but really not necessary.

Have to drop off. Great tips on this call, thanks!

me too! thanks all

could you please share the link for the slides

Yes, thank you so much for this call — super helpful!

Thanks very much!

Thank you!

Thanks everyone.

If not mentioned already - there will be a weekly social drop in for tech leaders on Thursday at 4pm

Thank you for joining us all. We will notify you when the video is up.

Thank you!

Please let us know if the panel hit something today you'd like us to build out for a subsequent community call, or if you'd like to volunteer to be a part of the planning team

mobile device management policies... gotta have password and screen lock on any device. can be enforceable

Weekly Social For Legal Tech tomorrow 4/2Thursday, 4-5pmPlease bring your pressing tech questions and favorite cocktail recipe to share.Join Zoom MeetingBy phone: +1 646 558-8656, Meeting ID: 482660791#

How can we get a copy of this session?

Social Hour hosts = Anna Steele and Tim Baran

Yes. session will be recorded and posted. Will include the chat

thank you!

Thank you!