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Description of WORLDOX Imaging Solution at
Baird, Crews, Schiller & Whitaker, P.C.

WORLDOX Imaging Solution Components: 

  • WORLDOX GX (29 licenses)                               
  • Xerox WorkCenter Pro 55 (approx. $20,000*)
  • Setup: 1.5 days
  • Training: 1-hour presentation to users, then walking the floor.  Takes approx. 1 hour to train users on WORLDOX and scanning procedure.
  • Daily volume – 300 documents per day

* may not accurately reflect current pricing for this item.
   

Case Study

Baird, Crews, Schiller & Whitaker, P.C. is a law firm located in Temple, Texas with six attorneys.  For the past several years, Baird has established itself as a firm to watch as far as WORLDOX and imaging are concerned.  Managing Partner Thomas Baird is highly involved in sharing his knowledge with the legal community.  He speaks several times a year for the Texas State Bar, the American Bar Association and also he addresses community groups. According to Thomas Baird, approximately 100 other law firms have visited their offices to see and learn from their firm’s paperless office system and how they have integrated it with WORLDOX.  The firm has been using WORLDOX since 1999 and has nearly doubled in size since then. 

Baird Crews opted to create two separate directory structures within each WORLDOX Profile Group (document library): Image and Non-Image.  The profile fields within each Profile Group for the CLIENT profiles are Client Number, Matter Number, Area of Law, Document Type, Attorney and Destroy Date.  The Image profile group exists solely for scanned image files.  The Non-Image profile group incorporates all other documents.  The Non-Image Profile Groups are indexed for both profiles and text, but the scanned image files are only indexed by profile and are not text-indexed.  

The firm doesn’t OCR (Optical Character Recognition) documents much, and on the rare occasion that they do OCR, they do so “on the fly”.  Thomas Baird noted that OCRing takes a long time – several minutes with certain documents – and its results are not necessarily accurate.  Also, since the firm already has 200 Gig of documents, they determined that it is simply not worthwhile and cost-effective to OCR all of the firm’s documents.  Lastly, if the attorneys needed the content of a scanned document indexed, they just request the original Word file from the source and profile it into the main WORLDOX non-image repository where it can be full-text-indexed. 

Baird Crews’ staff uses the Comments field of the WORLDOX profiling system to its full capacity. When profiling a scanned image document, users write a description of the document into the Comments profile field, which has a capacity of 5000 characters.  Users can alternatively cut and paste Comments from one profile record to another.  Baird Crews’ staff also uses the Comments field to create a chronological record of what has happened with a specific document (i.e. has it been faxed, sent to the Clerk, etc.).  Then, when WORLDOX indexes the profile fields, all of the Comments data becomes searchable.   To further facilitate the entering of Comments, the users can apply the WORLDOX Quick Profile feature to create a list of frequently used Comments to make profiling faster and easier.  When building a Quick Profile, the user can enter in some or all WORLDOX Profile Fields, including having default content in the Comments field, which is what Baird Crews does.  The firm’s staff can then select from a menu of Comments choices from the Quick Profile menu and enter them into the Comments field of the document they are currently working on.

The Baird Crews WORLDOX imaging solution starts at the firm’s Xerox WorkCenter Pro 55 Scanner/Copier. 

Steps are as follows:

  1. At the machine’s touchpad, users select their initials and their desired document template – most users have 2 templates to choose from: one with PDF settings and one with TIFF settings.  They rarely need to modify these template settings.  The template indicates “Send it to (username’s) repository folder.” 
  2. The Xerox machine scans the document into PDF format and routes it to the user’s folder on the network. 
  3. The user then returns to his/her workstation to retrieve the scanned documents.  Bookmarks on the WORLDOX GX toolbar provide Quick Access to the user’s scanned documents folder.  For users who do not have WORLDOX open, shortcuts to this folder are also available on their Desktop. 
  4. Then the user either renames the document and drags the minimized file to WORLDOX’s WorkZone icon for profiling, or alternatively opens the PDF into Adobe Acrobat Reader, chooses “Save As” at which WORLDOX pops up and prompts the user to profile and rename the document at that point.  As mentioned before, all scanned image files are profiled into the Profile Group dedicated for Image files only.  Upon profiling, the user enters in descriptive text into the Comments field.
  5. The scanned document’s profile information is indexed and searchable in WORLDOX almost immediately. 

Baird Crews enlisted the help of WORLDOX Systems Integrator Storm Evans of Storm Evans Consulting to set up this WORLDOX imaging solution.  The setup took about 1.5 days.  For end-user training, a presentation was done to all users and then the I.T. staff walked the floor to assist employees in learning the new system.  Thomas Baird reported that they can train new employees on WORLDOX and the scanning procedure in about one hour. 

Certain departments within Baird Crews have customized WORLDOX to suit their specific needs.  For example, the litigation department’s focus in on a trial folder.  Chronology is important - which documents happened and in which order did they happen?  The system is based on the WORLDOX Description being the date of the document’s original creation, not the date that it was scanned into WORLDOX.  The litigation department uses military-style dating (e.g. “2006 0412” would be April 12, 2006) so they can sort by date of document rather than date scanned.  This standardized format enables all the dates to line up in a File List.  They can also sort by other attributes such as document application type (e.g. “.doc”, “.xls”, “.pdf”, etc) as well as all of the profile fields completed for the document.

Thomas Baird said that WORLDOX and the scanning solution they integrated with it have made a huge positive impact on the firm’s daily operations.  “WORLDOX allows us to be sloppy and still be good.  Anyone can find any document now, even if they only have a small piece of information about the file.  We have standardized the way people are profiling all types of documents in our firm and this has led to a tremendous increase in productivity and efficiency.”