Title Best Practices for Online Document Assembly Moderators – Claudia Johnson Pro Bono Net Rachel Medina LSNTAP
Panelists Brett Harrison, Colorado Legal Services, Colorado Sheila Fisher, North Penn Legal Services Pennsylvania Mary Neal, Illinois Legal Aid Online, IL Diane Trunk, Neighborhood Legal Aid, Los Angeles, CA
Agenda Overview of Law. Help Interactive Colorado: brief intro to document assembly, deployment of forms, outreach and outreach tracking, desktop forms for advocates and online forms for SRLs North Penn: developing and using online forms for volunteer lawyers Illinois: virtual self help centers and forms, and managing the production of large set of forms NPLS: using LHI forms in a DV clinic inside a court based self help center
Users of Law. Help Interactive Forms
Areas of law by generated document 2009 Family law approx Food Programs approx Housing Consumer approx Total 147, 063 58, 321 5, 535 8, 683 6, 301
States with new LHI Content: Guam, Colorado, Minnesota
Colorado
Minnesota
Brett Harrison Database/Special Technology Project Administrator Colorado Legal Services
Document Assembly Practices Online and Desktop 5. 4. 2010 Brett Harrison Database/Special Technology Project Administrator Colorado Legal Services
Online – A 2 J & Hot. Docs A 2 J Author ® ◦ User friendly ◦ Front end ◦ Collects data Hot. Docs ® ◦ Produces document ◦ Front and/or Back end ◦ Processes data Hosted by Law. Help Interactive (LHI)
Online – Content Choice Fee Waiver, Small Claims, Temporary P. O. , Dissolution, Answer to Eviction Referred to previous I-CAN! modules State and County Court Administrators Pro Se statistics Less complex areas/situations
Online - Statistics
Online – Outreach Colorado Legal Services Website
Online – Outreach Colorado Judicial Branch Website Links to Fee Waiver, Small Claims, TPO
Online – Outreach Library Flier site visits and calls distribution Advocates statewide taking fliers to other outreach opportunities
Online – Outreach CLS E-Newsletter
Online – Statistics Vertical Response
Online – User Feedback “Very helpful wouldn’t have known how to do a small claims filing procedure without help!” – April 2010 “This was EXTREMELY helpful and easy to use! THANK YOU!!!!” – March 2010 “Very helpful and made it a lot easier to do than the form at the co. gov site plus I could save the filled out form on my PC! Thanks!” – March 2010 “This saved me a trip & a lot of time” – March 2010 “Very helpful and easy to understand” – January 2010 Message from a user that the $20 they saved by not having to buy the form can now be used to buy food for their kids
Desktop Document Assembly What is it good for? ◦ Saves Time ◦ Increases Accuracy ◦ Minimizes Risk ◦ Promotes Consistency Hot. Docs® Interface front end and back end with CMS
Desktop – History Began as MS Word/Kemps merge project Based on common forms/letters Hot. Docs® Unit licenses donated and individualized training
Desktop – Demo of integration with CMS
Desktop – Future User feedback & suggestions Ongoing development & training Promotion & awareness
Desktop – User Feedback One of our paralegals is using it, and it sounds great! She loves it. I hope to become familiar with it too. It generates all kind of documents for her with a keystroke! I use Hot. Docs daily for the over income requests and I also love it. Makes it a very simple task. I use Hot. Docs daily and love it. I generate forms and letters daily. I encourage my staff to do the same, but with mixed results. It is still the best tool I have and I can’t imagine not using it!!!!
Staffing & Resources Development, Review, Testing, Maintenance Funding ◦ Online – LSC TIG grant ◦ Desktop – General CLS funds Support & resources ◦ Online – Courts, Libraries, Attorneys, LHI ◦ Desktop – Internal server, network, cooperation ◦ Hot. Docs® donation
Mary Neal Automated Documents Manager Illinois Legal Aid Online mneal@illinoislegalaid. org
Sheila Fisher North Penn Legal Services PA
Web-based Legal Self-Help Centers State of Illinois ü 39 of Illinois’ 102 Counties have Legal Self-Help Centers üOf the 39 Legal Self-Help Centers … • 38 are internet-based • 21 are housed in local public libraries ü 13 more Centers are in planning (to open within the next 12 months) üOf the 13 Centers opening soon, 10 will be housed in public libraries
Web-Based Legal Self-Help Centers in Illinois Planning § Secure funding, if needed § Establish a Local Planning Committee § Facilitate planning process
Web-Based Legal Self-Help Centers in Illinois Implementation § Opening/Press Conference § Training • • § Ethics Website Demo Ongoing Support • Listserv • Monthly email updates
Managing Projects with Multiple Participants Defined responsibilities Defined scope Centralized record of communications Centralized file sharing system
Managing Projects with Multiple Participants Defined responsibilities ◦ If roles do not differ from project-to-project, standing definition
Managing Projects with Multiple Participants Defined responsibilities Defined scope
Managing Projects with Multiple Participants Defined scope For Automated Documents, this includes: ◦ ◦ User Base (pro se or attorney) Purpose Scenarios Accommodated and NOT Accommodated Output Documents and their source
Managing Projects with Multiple Participants Defined responsibilities Defined scope Centralized record of communications
Managing Projects with Multiple Participants ◦ Discussion board is easy to use and easy to search
Managing Projects with Multiple Participants Defined responsibilities Defined scope Centralized record of communications Centralized file sharing system
Email is NOT File Sharing!
Managing Projects with Multiple Participants File Sharing is: Single Repository of Master Files Version control ◦ Track who made changes and when ◦ “Roll back” to earlier version if needed ◦ Compare and resolve conflicting versions of some file types
Managing Projects with Multiple Participants Defined responsibilities Defined scope Centralized record of communications Centralized file sharing system
Diane Trunk Staff Attorney & DASH Coordinator Neighborhood Legal Services of Los Angeles County dianetrunk@nls-la. org
![The Domestic Abuse Self-Help Project [DASH] • 20+ years of NLS Courthouse Clinics •](https://present5.com/presentation/4507874554d7c3d153d139aabf4f7ae2/image-45.jpg "The Domestic Abuse Self-Help Project [DASH] • 20+ years of NLS Courthouse Clinics •")
The Domestic Abuse Self-Help Project [DASH] • 20+ years of NLS Courthouse Clinics • DASH: 2005 Partnership between NLS & L. A. Superior Court • Self-Help ◦ Individual assistance ◦ Attorney review of all forms
DASH by the Numbers 4 clinics. Across 100 miles of L. A. Over 4, 500 litigants annually. 1 staff attorney.
DASH - the Old Model 1. 2. 3. 4. 5. 6. 7. 8. 9. Fill out each form using Essential Forms Print forms Litigant reviews forms Fax forms to off-site attorney Attorney reviews forms (40+ pages each) Attorney calls volunteer for changes Volunteer makes changes (Forms re-faxed for more review) Litigant signs forms
Finding the DASH Programs
Getting Started
Start a matter or find saved answ
Answer Interview Questions.
Creating a New Program Observe clinic and back-up attorney. Talk to everyone involved. Try to figure out how technology can help Discuss conclusions. Build a program.
Features of the Program
Ask a Question Once and Reuse the answer. The answer to every question can be used consistently on every item on every form in the filing. ◦ Not just caption information. Answers from one program’s interview can be used in another program. Answers from the DASH DVRO program can be used to: ◦ Start a Dissolution case ◦ Start a Parentage case
Assist Volunteers in working with Litigants. Assist with questions. Information for Litigants.
Helps the Volunteer to Avoid Errors.
Intake Questionnaire for Reviewer
Reviewer Corrects Errors Directly Second program produces an MS Word document. Document is emailed to back up attorney for review and editing. Reviewer can change PDF forms by opening program and changing answers.
Benefits from Reviewer’s Knowledge Embedded in the Program Lowers the amount of Attorney Review time by embedding knowledge into the program. Increases compliance with policies and procedures. Allows for global changes.
The New Model - the Upside Better quality declarations Consistent, accurate forms Faster forms preparation More time to prepare the declaration Program prints out litigant information Faster backup Easier backup Attorney can edit declaration Mobile backup – not chained to fax
A New Model - the Downside Volunteers New Need Still can be resistant to change. process was slower at first. to create new training method. need a stand-alone forms program.
Expanding the New Model Working with shelter advocates for offsite forms preparation. Recruiting pro bono attorneys for inoffice review of forms. Produce Disso and Paternity forms along with restraining order request. Continue to work on ways to use the program to expand the reach of the backup attorney increasing amount of people served while maintaining and improving quality.
Try Out the Program www. courtinfo. ca. gov/ programs/equalaccess/ dash. htm
Resources Monthly calls— 4 th Tuesday of each month, 2 ET http: //www. probono. net/dasupport/calendar/event. 311217 Community_Call Next Live Template Developer Training September 16, and 17 2010 in Atlanta, hosted by the State Bar of Georgia Pro Bono Project Website on document assembly, news, libraries, trainings, tools: http: //www. probono. net/dasupport Technical and announcement list-serves: http: //www. probono. net/dasupport/groups/
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