NTAP & LSC Tech Survey Highlights
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The document summarizes highlights from technology surveys conducted by NTAP and LSC regarding technologies used in legal aid offices. It finds that most offices have basic case management and legal work technologies in place but opportunities remain for improved document automation, virtualization, and communication tools. Budgets primarily allocate funds to hardware and personnel, with training receiving the least. Common priorities included improving word processing capabilities and adopting VOIP, video conferencing, and wireless networks. While most offices have security software, opportunities remain for strengthened technology policies and records management procedures. Training needs centered on case management systems and productivity tools.
NTAP & LSC Tech Survey Highlights
- 1. NTAP & LSC Tech Survey Highlights Kathleen Brockel, NTAP Glenn Rowdan, LSC TIG
- 2. LSC’s statement of Technologies That Should be in Place in a Legal Aid Office Today has 11 substantive sections: Management of Client and Case Data Production and Supervision of Legal Work Records Management Knowledge Management Intake and Telephonic Advice Direct Assistance to Low-Income Persons Support for Use of Private Attorney Security Training Communication Administration Overview of Baseline Technology Assessment Survey Results
- 3. NTAP Tech Survey Overview Admin Survey Budget IT Priorities Website Tech Training Project Mgmt + Wiki Tech Staff Tech Policies + Plans Software IT Survey Servers Backup Network Hardware Training Communication Email Web Conferencing Anti Virus
- 4. NTAP “Live” Survey (Feb -09) Survey results posted onto lsntap.org Details re: vendors, systems, products… Interactive with the legal services community Ratings Comments New Info Search via multiple factors By program budget Geography Topic… Volunteer community “experts” to answer Q’s.
- 5. 67% of respondents in Admin Survey = LSC funded
- 6. BUDGETS
- 7. No. of programs with dedicated IT budgets in relation to no. of programs in each budget category Section Home
- 8. IT Budget Hardware ranges from 1% to 50% Software ranges from 1% to 30% Training ranges from 0% to 6% Outside consulting/contracts 1% to 27.5% Communications 0.2% to 1% Section Home
- 9. Other observations Consistently and overwhelmingly, hardware and personnel make up the majority of the IT budget. Where the personnel budget % is low, it is usually made up in the category of Outside consulting/support contracts. Training is consistently the lowest portion of the IT budget and seems to trend with the personnel budget. Section Home
- 10. Top 10 IT ‘Wish list’ Word Capabilities Improvement VOIP Video Conferencing Virtualization Hardware Upgrade (Systems, desktops) Document Assembly Sharepoint Improve Website Wireless Exchange/Fax Server/Email Section Home
- 11. TECH PLANNING & POLICY
- 12. 44% of programs have tech plans
- 13. Tech Plan Components 1 – Disasters 2 – Training 3 – Staffing & Support 4 – Hard & Software stds. 5 – Improving Client Serv. 6 – Security 7 – Imp. Case Handling 8 – Maint. On Advocacy Software
- 14. Security 99 to 100% of grantees report having the security software necessary to protect their data. Exception : instant messaging encrypting (42%). However, only 85% have security policies in place that govern the use of the internet and the protection of confidential data. Overview of Baseline Technology Assessment Survey Results
- 15. Tech Policy Topics 1 – Internet use 2 – Email use 3 – Tech equipment use 4 – Tech purchasing 5 – Data Storage 6 - Confidentiality
- 16. Records Management While all grantees have the capacity to create electronic records, less than half of grantees have developed policies regarding the management of electronic records . Overview of Baseline Technology Assessment Survey Results
- 17. 78% Annually review computer and internet use policies
- 18. Training
- 19. Training Only 61% of grantees reported conducting a periodic organization-wide assessment of training needs . At least annual training for program staff was reported by 85 to 90% At least annual training for IT staff was reported by 53 to 67%. Overview of Baseline Technology Assessment Survey Results
- 20. Training Frequency Section Home
- 21. IT Survey Training Needs Section Home Exchange Server, Cisco Router, SQL Networking, Networking, Project Management ,Time Management ,Crystal Reports Security, OSX Server, Linux, SNMP Web Development , Acrobat, Photoshop, HTML, Sharepoint Document Assembly programming Citrix, SQL Network Administration Adobe Acrobat ,Office 2007, Windows Vista Virtual Server (VMWare) setup Database training Hot Docs, Server maintenance, Active Directory SharePoint Virtualization
- 22. Trainings for Non-IT Staff This Year Top 4 = CMS, Email, Legal Research, Calendars
- 23. Trainings Most Needed Top 4 = CMS, Adv. Wd Proc., Calendar, Spreadsheets
- 24. 63% Have Orientation Materials for New Users
- 25. Misc Hotdocs Telephone Systems & VOIP Wikis Remote Communication Devices
- 26. Production and Supervision 90 to 96% of grantees report having all of the capacities in this section. Exceptions: creating forms and documents using automated document assembly and program-wide calendaring for program events, where approximately three-fourths of grantees report having such capacities. Overview of Baseline Technology Assessment Survey Results
- 28. Telephone Systems No features received a 90% positive response. Services to people with hearing or speaking disabilities (88%) Recorded information after hours (75%) Call routing by language (55%) Review of waiting time and dropped call data (53%) Automated call-back (19%) Overview of Baseline Technology Assessment Survey Results
- 29. VOIP Section Home 7 more are considering getting VOIP in the next year which would make this a 50-50 split
- 30. Communication 90 to 100% of grantees report having the basic communications capacities. Exception : 75% have the capacity for staff to develop and use blogs and wikis; 84% maintain listservs by substance and function. Overview of Baseline Technology Assessment Survey Results
- 31. Wikis 31% report having a wiki Used for: Instruction Manuals, Project Mgmt, Intranet
- 32. Remote Email Devices Section Home
- 33. ….. Stay tuned to lsntap.org