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Worldox Bulk Document Archiving Connector

The Worldox® Bulk Document Archiving Connector is now available for purchase.

Use it to create bulk archives of Worldox active documents more easily than ever.

Overview:

Many Worldox sites have a significant number of documents in their Profile Groups which for reasons of age or matter status should be moved to an archived or non-active database. To address this need, World Software Corporation has provided feature upgrades to facilitate the archive process.

Worldox GX1 (circa 2007) first provided the ability to automate the archiving of documents based on profile field values and document modified dates through its "Document Retention Module".

Worldox GX2 (circa 2009) provided an updated "Archive" command and "Customizable file locations" which provided alternate locations (i.e. separate file servers) for Archive, Records or Salvage repositories.

Worldox GX3 (circa (2012) provided a Legal Hold Feature.

However important this archive requirement may be, and despite our new archive features, it seems that the majority of firms have not actually archived their documents. We estimate that typically 50 to 75% or more of document stores would meet archive criteria. However, this volume could overload the automated processes which are performed by the Worldox indexer.

In order to encourage and further support the archive process, World Software Corp. now provides the Worldox Bulk Document Archiving Connector.

This Connector is intended to simplify and safely archive large numbers of outdated documents based upon either of the following:

  • A simple date ('set date"), i.e. all files with a modification date prior to a defined date or
  • Reading a CSV file of Profile Field values (typically Client and/ or Matter) from documents no longer of daily or active interest to the firm. (The Bulk Document Archiving Connector can be used in conjunction with Worldox Quick Client Matter Connectors which can generate CSV files of closed matters. See Worldox Connectors for more information.)

This Bulk Document Archiving Connector is also capable of conducting continuous archiving of documents after the initial large volume archive phase has been completed.

This Connector can either move files to the archived location of the selected Profile Group or to another Profile Group that has the same structure as the source Profile Group.

Benefits of the Worldox Bulk Document Archiving Connector:

  • Improves users' searching experience as searches are faster and the resulting file lists contain more pertinent documents when there are significantly fewer documents to search through.
  • For the Worldox Administrator, it reduces Worldox indexer initialization and update times.
  • It frees up disk space on the primary production file servers.

Uses of the Worldox Bulk Document Archiving Connector:

The Connector can be used in three primary modes, as follows:

  • Simple date-based or "set date" archiving mode
  • Archiving of documents based on a CSV file of profile data (e.g. "Closed" Client/Matter codes) that are extracted from your Billing system or other source
  • A combination of the above by reading the CSV file and going to the relevant folder and then only archiving those files not modified more recently than the set date

Features of the Worldox Bulk Document Archiving Connector:

  • The Connector can be configured to have delays between each folder processed and each file processed to control the potential for indexer performance degradation.
  • The total number of files can be limited to minimize degradation to your production file server.
  • The Connector can optionally be configured to add profile field codes to documents that are missing them or to force profile field codes for documents to a specific value as the documents are moved.
  • The Connector has a full test mode which will generate a log of the files that would be archived if the program was run in active mode. This establishes how much disk space will become available on the production server and how much storage is required on the archive server.
  • All archived documents will create an entry in the Worldox Audit Trail feature.
  • The Connector can have separate configuration files for each Profile Group.
  • Once configured, the Connector may be run from a simple command line and can be scheduled to occur at specific times using the Windows Scheduler.

Availability & Pricing:

  • The Connector is available for purchase in April, 2013.
  • The cost of the Connector is $1,995 and the annual maintenance is $400.
  • The Connector is available on a per-site basis.


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