Smooth DMS sailing: Robinson Waters & O’Dorisio find better, more affordable document management in Worldox.
By Stephen Dickson, legal administrator, and
Donna Steir, network administrator
February 10, 2011
To transition from an out-dated, expensive and ultimately untenable
document management set-up in which firm files were clearly at risk.
Worldox installed; all legacy documents converted; staff trained.
Complete success. Zero problems encountered. Firm documents are safe; MS Office apps have been
upgraded, and integrate seamlessly with Worldox.
“We knew our most important commodity - our attorney’s documents - were at risk, and we
knew we had to do something”
“The conversion was absolutely seamless, the best we’ve seen ... The
entire installation was completed over a single weekend.”
“We achieved what we wanted, what we needed, and did so at the right price.”
“As for glitches - actually, there weren’t any. In fact, since the successful installation of Worldox,
we have seen a marked decrease in our tech support needs.”
Throughout our preparation to install Worldox, I developed tremendous
confidence in DCNC, the Denver-based Worldox systems integrator that had
originally demonstrated Worldox for us. I spoke with several DCNC customers (all
law firms) who had recently migrated to Worldox; they were very happy with
DCNC’s service and support, as well as with Worldox. Those conversations also
provided helpful suggestions to complement our migration experience. My initial
discussions with the team at DCNC added to my comfort level. Their consultants
are knowledgeable about the product, and they know how law firms use a DMS.
In particular, DCNC’s assistance in creating our document profile structure and
naming conventions proved invaluable, as did their training sessions for our users.
Since 1976, Robinson Waters & O’Dorisio, P.C. www.rwolaw.com),
has been a locally-owned law firm based in Denver, Colorado and one satellite office in
Telluride. With over 30 attorney shareholders with regional and national
interests and approximately 50 employees, Robinson Waters & D’Orisio is a full-
service firm with primary areas of practice including real estate, family law,
franchise law, civil litigation, medical malpractice defense, wills, estates, and
trusts, and corporate law.
As legal administrator for 14 years and network administrator for 12 years,
together Donna and I run the business-side of a law practice. We aim to free up
the attorney shareholders to focus on the practice of law. Donna, in particular, is
our firm’s go-to person for all our computer software and hardware needs and is
the bridge between the firm and our outside IT person.
In late 2009, critical issues dove tailed into a document management software
perfect storm. Our users were working with a deteriorating DMS – outdated
versions of Hummingbird/Open Text. We weren’t in a position to fully upgrade
our version of Hummingbird because it was cost-prohibitive, so we had been
patching the network with IT “band-aids” for far too long. At the same time, we
were facing a costly but unavoidable upgrade to our server hardware. However,
our version of Hummingbird locked us into 2003 versions of Microsoft XP even
with our planned server hardware upgrade. Also, in the Denver area, there is only
one service support provider for Hummingbird/Open Text, and we felt that left
our firm in a vulnerable position. We had thus far avoided a shipwreck disaster,
but Donna and I could see the storm looming on the horizon. We knew our most
important commodity—our attorney’s documents—were at risk, and we knew
we had to do something.
Donna, therefore, began researching alternative DMS choices in late 2009. Some
of the main criteria were that we needed something that was going to be stable
and reliable in a comparable platform to that with which we were accustomed,
and which would facilitate a minimal learning curve with the new software. We
needed something that could handle the Microsoft Office applications that were
already in place on our firm’s desktops and would be compatible with an upgrade
to the 2010 versions we wanted. Cost was definitely important to us, but we
were more concerned with how well the DMS was going to work.
Donna leveraged her personal network, blogs and Google to reach out to the legal
industry for information on competing DMS products, seeking honest opinions
about the performance of available software that way. In a couple of months, she
narrowed down the choices and we reviewed them. Worldox stood out for us
and it appeared to be the best fit for our firm: it was compatible with and would
integrate all of our Microsoft applications as well as Adobe Acrobat. It had a
comparable document platform that would keep the learning curve to a
minimum. On top of all that, Worldox was also an affordable choice. At this
point, we also had to involve our outside IT person in the decision making
process. Worldox worked with the server hardware we planned to upgrade to,
and so IT also supported our choice.
We contacted Worldox and they referred us to DCNC Inc. (www.dcncinc.com),
a Worldox reseller in the Denver area. We wanted a company that was going to be
here with us and would provide greater reliability and availability in our support
From here, we had to get the approval for the purchase from our shareholders –
the attorneys. Sometimes it can be difficult to persuade attorneys to make major
software purchases such as this. A firm’s dependency on technology doesn’t
necessarily come first to an attorney’s mind, especially if their assistants have
been insulating them from the systemic problems in the current DMS. The
lifeblood of attorneys is their documents, however – and so once the attorneys
were made aware that their documents were at risk, everyone at the firm fully
supported the purchase of Worldox.
For the installation, DCNC was immediately prepared. We needed to coordinate
our schedules internally as well as with our outside IT person and make sure
everyone was on the same page. Finally, we were ready for the conversion and
installation on our end in July of 2010.
We cannot say enough about how pleased we are with DCNC and how
professionally they handled our conversion to Worldox. The conversion was
absolutely seamless, the best we’ve seen in the 14 and 12 years (respectively) we
have been at Robinson Waters & D’Orisio. Three representatives from DCNC
oversaw the entire process and had specific areas of expertise, though each was
well-versed in all aspects of the conversion and installation. To begin with, DCNC
set up a test document server repository. We tested it first with all the
documents we currently had. Once we did that, DCNC exported all the firm’s
legacy documents out of the Open Text system prior to the installation of
Worldox, so that sped up the process.
Before the installation took place, DCNC held training sessions to ensure all staff
and attorney shareholders understood the new DMS before it was in place. All
staff, attorneys and the managing partner were in attendance at the training
sessions, and our managing partner came out of that session in agreement with
what we observed: Worldox was a great product, and the people at DCNC were
true professionals. DCNC also prepared a Quick Reference Guide ahead of time
and made sure each of our staff and attorney shareholders had copies to review
before the installation.
The entire installation was completed over a single weekend. We closed down
our system Friday at 5pm and Worldox was successfully up and running by
Monday at 9am. Not only had DCNC already trained our staff and attorneys, not
only had DCNC already prepared Quick Reference guides – they also came in on
Monday to walk the floor to troubleshoot any issues that arose on the first “live”
As for glitches – actually, there weren’t any. In fact, since the successful
installation of Worldox, we have seen a marked decrease in our tech support
needs. All of our Microsoft Office applications, in addition to Adobe Acrobat,
integrated seamlessly in Worldox just as we wanted, and even some file formats
we hadn’t expected such as .PTS e-transcription files and .WAV sound files. Open
Text was unable to recognize .PTS and WAV files, but in Worldox, these files can
be integrated smoothly into the system. It was also a pleasure to work with
DCNC. We had such a great experience working with them through our
Worldox conversion and installation, we are definitely looking at expanding
our relationship with them.
We’ve been operating in a Worldox system for approximately 6 months now,
but it seems like we’ve had it forever. That’s a sign of how good the product
is. All of our documents are now integrated. We were finally able to upgrade
to 2010 versions of Microsoft Office applications. The ease of use of the
product itself is very intuitive, and it’s extremely reliable. We achieved what
we wanted, what we needed, and did so at the right price. DCNC helped us
navigate, and now everyone using Worldox enjoys smooth sailing.