An Internet policy toolkit to help law firms develop their own Web and e-mail usage policies and protect themselves from exposure to liability was launched last week.

The toolkit - produced by the Law Society's law management section - calls on firms to develop policies in seven areas or 'protocols': the use of e-mail; the use of the Web; monitoring the use of e-mail and the Web; management of the firm's Web site; the provision of electronic services; the management of the firm's data; and business continuity.


The toolkit refers firms to relevant legislation and regulation for each protocol, as well as case law. It also provides links to appropriate technology that can be used, for example, to secure e-mail or to combat threats such as viruses.


Risk management consultant Rupert Kendrick, who wrote the toolkit, said the protocols are intended to provide a checklist for firms to help them identify risks and take steps to minimise their impact on the practice. A failure to address the issue could leave a firm facing criminal or civil proceedings, or damage to its reputation.


Mr Kendrick, who is a director of Web4Law, said: 'It is an ongoing project designed to provide the framework for a total management solution for firms using electronic technologies.'


Many firms have particular difficulty understanding the requirements relating to monitoring of e-mail and the Web, he added.



The toolkit also calls on firms to communicate their policies - either through a formal document, incorporation in contracts of employment, or by posting on the firm's Intranet - to all employees with access to Internet technologies. The policies should be 'clearly written, practical, flexible, easy to access, and be concise but unambiguous'.


It also recommends stating that non-compliance will lead to disciplinary sanctions and suggests policies should be carefully drawn so that they can be used before a tribunal or court.


The toolkit, which can be downloaded by section members from the IT resources page at www.lms.lawsociety.org.uk, will be updated regularly to incorporate new legal provisions and information technology solutions.


It will also be expanded to address mobile technologies, data access and ultimately electronic conveyancing.


Law Society chief executive Janet Paraskeva said: 'It is crucial that we have sound Internet and e-mail policies in place, and even more relevant for solicitors and law firms because of the sensitive and confidential nature of much of the information with which they work.'