Smoothly transitions from Autonomy’s iManage to the Worldox DMS.
By Steve Swaney, Director of Information Technology
Smith, Currie & Hancock LLP
April 18, 2012
Find an alternative to Autonomy’s iManage system, one with better
technical and customer support.
Worldox won out on features, ease-of-use and certainly in support.
Conversion was done in a single weekend, with a seamless installation and
Support problems solved, and our Attorneys love the new features they
find in Worldox.
“...with less expensive hardware requirements than Autonomy’s, it
(Worldox) could be scaled up to support all eight of our offices.”
“After a seamless installation and document migration, we noticed
several improvements immediately. One of these was the file organization.”
“Another improvement was Worldox’s email management system,
which has been enormously helpful.”
“Worldox allows us to ‘set it and forget it’ and doesn’t require a lot of
administration behind the scenes.”
Smith, Currie & Hancock LLP is nationally recognized for its work
focused on legal issues facing the construction industry. Based in
Atlanta, we have eight offices throughout the U.S.
As Director of Information Technology, I was recently involved in Smith
Currie’s decision to convert to the Worldox Document Management
System (DMS), from Autonomy’s iManage system.
Over time, we had grown dissatisfied with the technical and customer
support we were receiving from Autonomy, so we started considering
other options. We looked at several vendors, including the incumbent
Autonomy, Worldox and NetDocuments, which is a web-based DMS.
Of the three, we kept hearing positive feedback about Worldox from
World Software Corporation, so we were keen to investigate that one
If we were going to stay with Autonomy/iManage, we knew were
going to need to upgrade our server hardware significantly, due to the
requirements of the software. We did not want to do this because of
its complexity and expense.
Regarding NetDocuments, we had concerns specifically about
bandwidth and third-party integration between its cloud-based DMS
and our other desktop applications. For a number of reasons, it was
clear that cloud products like NetDocuments were not right for us.
In reviewing our options, we saw that Worldox would be a powerful
platform that would work just as well as Autonomy/iManage for Smith
Currie’s particular needs, and it would be easy to use and maintain.
Worldox was rich in key features, such as email management and
document security, and our early experience indicated that they
provided the superior technical support we had been lacking in our
experience with Autonomy/iManage. And even with less expensive
hardware requirements than Autonomy’s, it could also be scaled up to
support all eight of our offices.
After vetting Worldox within our IT department, we approached the
firm’s technology committee and presented them with an overview of
the program and the case for buying it. Everyone ultimately agreed
that Worldox was the best choice, and we moved forward to purchase
it in November 2010.
Following our decision to convert to Worldox, we were ready to move
forward immediately because we had already carried out an Exchange
upgrade. We were able to repurpose our existing server as the Worldox
indexer, because it did not require a new, high-powered server.
We started upgrade testing just a few weeks after that. Then, after
installing and implementing a pilot program in mid-January 2011, we
began conducting training. One week before converting the Atlanta
office, our largest location, we trained everyone on the software.
The staff training was completed in one week. The conversion from
iManage to Worldox was done over a single weekend, handled expertly
by my team in collaboration with Rob Nagy, World Software’s
Professional Services Manager, and Worldox Systems Integrator David
Moon of Lan-Tech, Inc.
After a seamless installation and document migration, we noticed
several improvements immediately. One of these was the file
organization. With iManage, the staff members had been saving
documents in folders according to who authored the document. This
caused problems because if lawyers or staff left the firm, their
documents were still stored under their names; over time it was hard
to find documents properly. Worldox’s Workspaces feature enabled
our users to arrange documents according to client and matter, while
the underlying folder structure was still organized by author, so we had
the best of both worlds.
Another improvement was Worldox’s email management system,
which has been enormously helpful. Since some of our users save
massive amounts of emails, we needed an efficient way to manage
them. About one-quarter of the staff is now taking advantage of the
email management feature and finds it very useful, and we anticipate
more people adopting it in the near future.
Concerning setup, each office has its own repository and the staff is
taking advantage of the document sharing features Worldox affords.
All offices are interconnected, allowing staff to see other users’ files
and even edit them, using version control to preserve previous
renditions of the document. Version control is especially popular with
our lawyers and staff.
Worldox allows us to “set it and forget it” and doesn’t require a lot of
administration behind the scenes. Moreover, Worldox is simple
without being scaled down, and it is versatile and feature-rich.
In addition to all the features we gained by converting to Worldox, we
also solved our initial problem of technical support. Worldox customer
support is positive, responsive and knowledgeable. Our phone calls
and emails are returned promptly, and each member of their staff
knows the software inside and out.
In every respect, Worldox has provided the answers to our challenges
and has made our firm more productive on a daily basis.