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Storing data
Local laws may govern retention of client information, with standards
for paper and digital records. Some governments make it illegal to
collect data on ethnicity or race. Obey all such laws. Protecting client
data is very important, especially if they are at risk of mistreatment by
authorities. Any system you put in place must contain strong safeguards,
such as password-protected log-in or two-step authentication if digital,
or locked filing cabinets if physical. Storing data using cloud services also
carries risks because the cloud provider has access to the data. Programs
often use paper forms, but it is generally useful to digitize the information
and store it using some form of case management software, on a
password-protected server or online, for use by paralegals and program
managers. Paralegals or data entry clerks might complete this data entry,
depending on office access, internet connectivity, or workload.
RELATED RESOURCE
Sample case tracking and intake
forms, including for a variety of
citizenship cases, are available
in Namati’s “How to Develop a
Community Paralegal Program”
online resource guide, under
“Ensuring quality.”
Simple case tracking forms can be created with Excel or similar
programs. These formats make it possible to examine the data by type
of issue or type of service offered and to order cases by their status and
need for follow-up, if the data is categorized correctly. However, most
paralegal programs find databases useful. These case management
systems are relatively new to the legal empowerment field, and can be
time consuming and costly to introduce. On the other hand, they simplify
procedures and make different types of analysis easier. Databases
paralegal programs use include SalesForce, CaseBox, OpenEvSys, Wingu,
Soweto Care System, and Kemp’s Case Works. They are often made
available for free to non-profit programs.
When selecting a database or computerized case management
system, you might consider:
• Data security and confidentiality features
• User friendliness
• Availability of technical support for staff
• Availability in a language paralegals understand
•C
ost: for user accounts and, if needed, server hosting, for the current
size of the program and in case it grows
•H
ow easy is data analysis? Can the system export to other programs
for different types of analysis? Can it generate charts?
•H
ow easy is it to update the system as you change the information
on the case management form? Will you need an outside specialist
for this function?
• How are updates to the program managed?
•H
ow does the system link with the existing legal aid case
management system? (Generally some systems can be integrated
while others can only cross-reference by case number.)
•D
oes the system send automated reminders to users? (This is useful
for action reminders to paralegals and for data quality control.)
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A C O M M U N I T Y- B A S E D P R A C T I T I O N E R ’ S G U I D E : D O C U M E N T I N G C I T I Z E N S H I P A N D OT H E R F O R M S O F L E G A L I D E N T I T Y