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Turning the Conventional Law Firm Structure on Its Head

By taking a different approach to the conventional practice of law, Culhane Meadows has found ways to deliver exceptional, highly efficient client service using innovative technology combined with top-notch legal counsel, thereby
creating a new business model for the legal profession.

Security and Compliance
Maintaining a secure environment, especially in a cloudbased operating system, is key. Culhane Meadows relies on the high level of cybersecurity offered by Worldox document management for keeping client documents safe, readily accessible, searchable and indexed for all partners at the firm to use and securely access 24/7 from any location.

Innovative Firm Culhane Meadows Leverages Worldox Cloud Technology for Greater Efficiency

Firm Profile

Culhane Meadows is proudly shaking up the legal marketplace by offering exceptional, yet highly-efficient and cost-effective, client services provided exclusively by partner-level attorneys with substantial experience from large law firms or in-house legal departments of respected corporations.

The Business Challenge

The law firm of Culhane Meadows was formed in 2013 when 16 attorneys in four cities split off from another larger firm to form their own new firm with a unique business model. They were committed to delivering legal services efficiently “by leveraging emerging technology, while avoiding the burden of extravagant office space, excessive support staff, fancy artwork on the walls, marble columns in the lobby or other expenses that add no value or benefit to the client.”

Heather Haughian, Founder and Managing Partner, had an engineering background and took on the responsibility of finding the technology and services to support this unique business model. Her goal was to find technology that would grow with the firm without requiring costly infrastructure or full time staff to maintain it. In order to meet this goal, she planned on finding Cloud solutions to manage documents, email and their accounting and billing needs.

The Solution

Haughian had to find a secure and robust document management system for their new law firm so that these services were ready to go on day one for their new partners. Because the plan was for attorneys at the firm to work from home offices or from small rental offices, she decided to choose cloud-based products to meet their needs. Each attorney would supply his or her own equipment, meeting the necessary requirements for the products.

Since the attorneys were spread out over four different cities and they would have no in-house IT services, it was important to Haughian that they have a system that was easy to use and require little support. For compliance reasons, she preferred a document management system that was “opt-out” rather than “opt-in,” meaning that, by default, all documents would be saved into the system. Since each attorney supplied his or her own equipment, she wanted to ensure that work done for clients was always saved into the document management system.

Haughian chose Worldox Cloud as their document management system because she was looking for a cloud based system that afforded them the flexibility to set up multiple Cabinets with unique field structures that could be customized to her firm’s needs. Also, the built-in ethical wall features were a necessity.

Affinity Consulting, a Worldox Inner Circle reseller, provided the initial training for the firm and continues to provide training as they grow.
As a result of Haughian’s preparation, the firm was able to hit the ground running on their first day of operation. Even though it would take some time for their old firm to provide legacy documents for the clients who came with them, as those documents became available they were able to easily integrate them into the Worldox system.

Business Benefits

In just a few years, the firm has grown to include 45 attorneys in 7 cities. The scalability and agile nature of the Worldox Cloud allowed this growth to proceed seamlessly without incurring additional costs when adding new attorneys or expanding into a new market.

Their initial software choices allowed this growth to proceed seamlessly without incurring additional costs when opening new locations.
They upgraded to the GX4 version of Worldox Cloud in the second quarter of 2016 and have become even more enamored of the product. They appreciate the variety of ways that search results can be displayed. The text snippets are extremely helpful as are the indications of the number of instances of search terms in a given result.

With the new Follow Me Favorites feature, drop folders in Outlook are created automatically, saving attorneys time and allowing them to assimilate client emails into Worldox quickly and efficiently. The new version also made it easier to save over an existing document that had already been saved to Worldox and to change the name of a version on Save. Worldox Cloud support is very responsive and sets up new Ethical Walls at a moment’s notice.

Future Plans

The firm continues to grow, adding 8 new attorneys in the last quarter of 2015. Their agile business model and use of Cloud technology has allowed them to expand and adapt to changes in the marketplace very quickly while still providing exceptional service to their clients. Culhane Meadows continues to evaluate and identify ways in which they can service their clients more efficiently. They aim to continue disrupting the legal industry in the interest of client service.

About Heather Clauson Haughian
Ms. Haughian is a Founder and Managing Partner of Culhane Meadows. She is an international attorney with experience from both sides of the pond who counsels global clients through complex technology transactions and intellectual property matters.

Ms. Haughian’s practice is focused on complex technology and outsourcing transactions, data privacy and security-related issues as well as counseling involving the exploitation, leveraging, and transfer of intellectual property rights. Her experience is in the areas of information technology/software, insurance risk management platforms, biotechnology, financial services, transportation and logistics, and healthcare systems. She is a Certified Information Privacy Professional (US) through the International Association of Privacy Professionals (IAPP) and assists clients in connection with data breach response and mitigation activities.

Ms. Haughian has extensive experience in IT, transaction outsourcing, and large-scale software licensing deals with emphasis on SaaS business models and dealing with open source software issues. Ms. Haughian is also skilled in the areas of negotiating systems acquisitions, OEM and distribution transactions as well as performing due diligence on intellectual property portfolios and large technology platforms in the context of mergers and acquisitions. Ms. Haughian also regularly counsels her vendor clients on compliance with HIPAA/HITECH as a Business Associate processing and handling electronic protected health information (ePHI) and negotiates their business associate agreements.

By Heather Clauson Haughian, Founder & Managing Partner of Culhane Meadows and Rebecca Sattin, CIO at World Software Corporation

Challenge:

To deliver exceptional legal services and leverage emerging technology without the need for a larger staff or expensive infrastructure so the firm could pass this cost savings along to its clients.

Solution:

Implemented Worldox Cloud so attorneys in different cities could access the firm’s cloud-based documents whether they worked from home or small rental offices using their own PCs.

Result:

Worldox Cloud provides flexibility through multiple Cabinets with unique field structures, as well as security via ethical walls. Legacy documents are also easily integrated into Worldox.

Additional Benefits:

As the firm has grown and now employs 45 attorneys in seven different cities, the scalability and agile nature of the Worldox Cloud allowed this growth to proceed seamlessly without incurring additional costs when adding new attorneys or expanding into new markets.

Worldox Cloud fits in to the firm’s agile business model and conforms with bandwidth requirements. It simplifies searches and enables attorneys to save emails and documents with ease and provides an extremely robust searching capability with a state of the art indexer.

“Culhane Meadows prides itself on using cutting edge technology to provide it clients with high quality, efficient and cost-effective service and is always looking for innovative ways to increase the quality and efficiency of our client service. We chose Worldox Cloud as a foundation of our technology platform to provide our firm with a sophisticated, robust document management system that enhances our innovative firm’s ability to provide high quality services from anywhere in a secure, fully scalable and efficient cloud environment because Worldox had and continues to have an eye for innovation and constantly provides excellent customer service.”

– Heather Clauson Haughian, Founder & Managing Partner

Plancorp’s seamless migration to Worldox Cloud with Salesforce integration results in a simple and secure transition

When document management and Customer Relationship Management (“CRM”) systems are integrated, employees can find things easily and become more productive. Plancorp, a Registered Investment Advisor, transformed their systems and streamlined their business processes using Worldox Cloud and Salesforce so that their advisors could focus more on client service rather than their IT infrastructure.

The Business Challenge

Dr. Bob Tucker joined Plancorp just as they were installing a document management system 10 years ago. Because of his experience with electronic records in a prior career, he was selected to lead the implementation. That system was provided by a local company who had built their own platform. Three years later, a change in Plancorp’s IT infrastructure gave them access to SharePoint. They migrated to SharePoint in order to lower costs and because it integrated with their Microsoft Dynamics CRM solution.

Plancorp is part of a national network of wealth management firms called the Zero Alpha Group. This geographically diverse group shares their knowledge and expertise about better and more efficient ways to serve their clients. One of the member firms developed a number of helpful tools based around Salesforce. Plancorp decided to switch from Microsoft Dynamics to Salesforce so that they could take advantage of these resources to better serve their clients.

Around that time, Plancorp decided that they needed even more robust search capabilities than SharePoint could provide. They needed an efficient way to store different types of data (compliance, marketing and policy documents) in addition to their client documents.

In looking for a replacement product, client confidentiality and data security were of the utmost importance. For a company of their size, a Cloud-based solution would provide them with greater security and business continuity capabilities than they could achieve with an on-premises solution. Knowing their data was protected allowed them to focus more on client service. They evaluated several products before deciding that Worldox Cloud offered them the tools and security they needed. Worldox document security features include authentication, a Cabinet structure, ethical walls, file level security, group security features, audit trails, the audited ability to check files out and in, versioning, salvage bins, legal hold repositories, and automatic virus protection.

The Solution

Plancorp worked with Trumpet, Inc., a certified Worldox partner, who also provides custom workflow solutions for financial advisory firms, to implement their Worldox Cloud solution. Trumpet collaborated with Plancorp on the configuration of their Worldox Cloud environment and migrated most of their data into production client Cabinets for them. The small amount of remaining client data that did not follow specific structural or naming conventions was migrated manually by Plancorp. Meanwhile, Trumpet’s development group implemented integration with Salesforce that allowed complete access to data for clients directly from Salesforce using Worldox hyperlinks. The Worldox Cloud system also provided seamless integration with the Microsoft Office applications as well as Adobe Reader.

The Worldox Cloud system also allowed them to set up other repositories for practice management documents. With Trumpet’s help, they migrated their compliance documents, policy documents and marketing resources that are not client specific into the Worldox Cloud system.

This gradual migration of data allowed their advisors to ease into the transition to a new system so that client service would not be disrupted.

Business Benefits

The migration to Worldox Cloud exponentially increased their ability to find documents quickly. The direct integration with Salesforce provided by Trumpet gave them a single point from which to access client data and an easy transition to a new system since it was accessed through their existing CRM product. Client data became easy to find and access. Once everyone was comfortable accessing client data through Salesforce and Worldox Cloud, they transitioned additional data to the Worldox Cloud system that was accessed directly through Worldox.

This journey resulted in the implementation of a new system that increased the efficiency of Plancorp’s advisors. The ease of their transition, flexibility and expandability of Worldox Cloud in combination with the knowledge that their data is protected and safely located in a hardened data center allows them to focus on client service instead of their IT infrastructure.

Future Plans

Plancorp is currently migrating corporate documents and internal accounting files into the Worldox Cloud environment. They are happy with the way their cabinet structure is organized and the easy way in which they can access all types of files. Plancorp staff members enjoy Worldox Cloud’s scalability and performance and feel reassured by the financial compliance and strict security measures.

About Plancorp

Founded in 1983, Plancorp is registered as an Investment Advisor with the SEC. The firm oversees approximately $3.0 billion (December 31, 2015) of both individual and institutional assets. Their primary business focuses on providing financial planning services and asset management to high net worth individuals and families and to the small and mid-sized institutional market. Other services that they offer include business advisory, family office, 401(k) plan design and investment management. Their management team and support staff consist of 47 people. Plancorp has 10 shareholders and a wealth management team of 28.

Plancorp has been certified by the Center of Fiduciary Excellence (CEFEX) every year since 2007. They have custodial relationships with Charles Schwab, Fidelity Investments, and TD Ameritrade Institutional. They maintain their principal office in St. Louis County and they have a satellite office in Sarasota, Florida. Plancorp is privately held.

By Dr. Bob Tucker, Vice President, Wealth Manager, of Plancorp & Rebecca Sattin, CIO at World Software Corporation

Challenge:

To move data from their current system to a more robust, Cloud-based DMS with Salesforce integration, providing improved search capabilities and the ability to organize documents more efficiently and securely while adhering to financial compliance standards.

Solution:

Worldox Cloud was implemented along with direct integration to Salesforce, provided by Trumpet. Worldox Cloud also provides seamless integration with Microsoft Office and Adobe Reader.

Result:

Worldox Cloud exponentially increased their ability to find documents quickly. The direct integration with Salesforce provided by Trumpet gave them a single point from which to access client data. The ease of their transition, flexibility and expandability of Worldox Cloud and knowledge that their data is protected and safely located in a hardened data center allows them to focus on client service instead of their IT infrastructure.

Worldox Cloud improves efficiency through the utilization of Software-as-a-Service (SaaS) technology and cloud computing. Users can access their documents from the cloud and work from remote locations. Worldox Cloud can be quickly deployed and reduces costs since thin clients require fewer hardware components.

Worldox Cloud’s hosting provider adheres to financial compliance and auditing standards that are essential to protecting data used by financial organizations.

Worldox Enterprise supports a collaborative environment among offices of Woods & Aitken LLP while increasing performance with minimal costs and no additional end-user training.

The law firm of Woods & Aitken LLP can trace its history back to 1904 when the firm of Hall, Woods & Pound was established in Lincoln, Nebraska. The longevity of their client relationships has afforded Woods & Aitken the opportunity to emerge as a national leader in the practice of construction, telecommunications, and banking and finance law. Their commitment to service fueled their expansion from the original Lincoln, Nebraska office to establish offices in Denver, Colorado, Omaha, Nebraska and Washington, DC.

The firm has been a Worldox customer since 1999. They deployed the GX3 Professional version in 2012, the year it was introduced.

Chad Mawson has been the IT Administrator at the law firm of Woods & Aitken LLP since 1998. In that time frame, the firm has more than doubled in size, expanding from a sole office in Lincoln, Nebraska to offices in Omaha, Nebraska, Washington, D.C. and Denver, Colorado. Prior to working for Woods & Aitken, Chad was a support technician and quality assurance tester for Software Technology, Inc., a company that specializes in legal software.

The Business Challenge

In 2004 the firm opened their Omaha office. At that time, they ran Worldox Professional over the WAN from the Lincoln office. In 2009, they opened a Denver office and three years ago, they decided to put in an MPLS network between the three offices, primarily to support voice traffic. Due to the increased cost, they reduced the amount of bandwidth to 3 mbps to Omaha and 1 mbps to Denver. They had never had servers in Omaha and planned to continue running Worldox over the MPLS connection, but complaints about latency surfaced almost immediately. For attorneys who worked periodically in the Lincoln office, the difference in speed was evident. It was up to Chad to come up with a way to support this collaborative environment and address the complaints without driving up costs.

The Solution

Chad reached out to one of his vendors, DCNC, Inc., in Denver. They suggested purchasing the Worldox Enterprise product. With its minimum bandwidth requirement of 3 mbps, Worldox Enterprise is adapted for multi- office, remote access environments. The Enterprise version provides the full- featured Worldox interface Chad’s users were accustomed to with a back-end add-on server in the Lincoln office to provide the optimum speed over their lower bandwidth MPLS connection in the Omaha office.

Chad was hopeful that Worldox Enterprise would be the solution to his dilemma. He compared the cost of implementing Enterprise with the cost of increasing his bandwidth to the Omaha office and decided that Worldox Enterprise would provide a greater return on his investment.

With the help of his vendor and Worldox Cloud/Enterprise support, the product was installed in a few hours. They migrated an attorney and an assistant to the new product and they were immediately impressed with the performance enhancement. No additional training was necessary since the features in the Professional product were present and unchanged in the Enterprise interface. After a painless testing period of no more than two weeks, Chad deployed Enterprise to the remainder of the Omaha office and has not looked back since. As the sole IT person for his multi-office environment, the deployment of Worldox Enterprise virtually eliminated Worldox support calls from the Omaha office. Those attorneys who have occasion to work in both the Lincoln and the Omaha offices do not notice a difference between the products.

Business Benefits

Deploying Worldox Enterprise took very little of Chad’s time and no additional end-user training was required since the user interface is virtually the same as the Worldox Professional interface. Chad was able to maintain the collaborative environment between offices with a minimal investment and lower recurring costs, resulting in a lower TCO than he would have had with other possible solutions.

Future Plans

While increased bandwidth between offices is certainly in his future, Chad plans to continue running Worldox Enterprise in his Omaha office. Once the bandwidth has been increased to the Denver office, he plans on deploying Enterprise there.

Chad is excited about implementing the upgrade to Worldox GX4 Enterprise. As his attorneys often remark, everyone wants fewer clicks to accomplish things. Its sleek new intuitive interface, Active Profiling® capability and Follow Me Favorites technology will enable his users to increase their productivity using the same reliable Worldox software they have always trusted.

By Rebecca Sattin, CIO at World Software Corporation

Challenge:

In an effort to reduce costs, Woods & Aitken decreased the bandwidth for the MPLS connection across three offices that used Worldox Professional. This resulted in complaints from attorneys about latency and speed.

Solution:

Implemented Worldox Enterprise with a back-end add-on server in Lincoln office to provide optimum speed over the lower bandwidth MPLS connection in the Omaha office.

Result:

Successful migration to Worldox Enterprise from Worldox Professional that required no additional end-user training with minimal costs.

Additional Benefits:

The Worldox Enterprise implementation has provided more flexibility and a greater return on investment than simply increasing bandwidth to the Omaha office.

End users were immediately impressed with performance and Worldox support calls from the Omaha office were virtually eliminated.

“Worldox Enterprise gives Woods & Aitken the ability to spend less on bandwidth between locations. It also gives much more flexibility in any situation where we use a remote connection.”
– Chad Mawson, IT Administrator at Woods and Aitken LLP

The law firm of Barry Yellin safeguards documents with Worldox Cloud Backup and leverages PDF content more effectively with contentCrawler for Worldox and the Productivity Suite.

As a small two-person firm, we recognized the benefits of Worldox several years ago. Worldox is the core of our technology in our practice and serves our document management needs beautifully.

When we started discussing our needs, Laurie Odgers, of O2 Consulting Group, our Worldox consultant, recommended that we look at the offerings from Worldox. We were thrilled to learn that Worldox could provide certain add-ins to work right within our existing Worldox installation.

Barry Yellin, Counsellor at Law, recently left a larger practice that provided backup services to start a solo practice. One of the challenges that came out of the move was the need to have a solution that would provide an easy-to-manage, seamless, reliable backup for their documents and the Worldox application. Laurie recommended the Worldox Cloud Backup. We looked at the solution and it was a perfect fit. It was very affordable and it runs in the background to back up our Worldox documents and the Worldox application on a prescribed schedule. It is installed on our indexer and now we get a daily report about the status of our backup. We like the fact that we have Laurie and Worldox Technical Support to rely on if we have any issues. We hope we never need it, but the peace of mind knowing that we can restore a single file, the whole repository, and more important, any part of our Worldox program, is priceless.

Our next challenge was to find a way to leverage the ever-growing PDF content in Worldox. We, as many firms do, have an ever-growing body of PDF content, most of which is not searchable by content. Profile searches did not always yield the PDF content we were looking for. Laurie recommended that we look at contentCrawler, an offering from Worldox’s partnership with DocsCorp. Again, we acquired what we needed in a one-stop shop with this very affordable solution. Now that contentCrawler is installed, our searches for PDF content are much easier and more effective.

Our last challenge was to add a document comparison tool and to replace our existing PDF-editing tool. The Worldox Productivity Suite was recently updated to include the full, feature-rich compareDocs and pdfDocs, so this was an easy choice. The cost savings of acquiring this software via the Worldox Productivity Suite was impressive. Being a small company, we always appreciate being able to get top-shelf software at very affordable pricing. We are thrilled to have the full version of compareDocs that allows the comparison of Word to PDF and PDF to PDF files. This solution has saved us an enormous amount of time and effort when comparing a variety of types of documents. We love the clean and very intuitive interface of pdfDocs.

Worldox remains the hub of our technology. The additions of the Worldox Cloud Backup, contentCrawler and the Worldox Productivity Suite allow us to have a solid, easy-to-manage backup solution and to quickly locate all of our content in Worldox. We continue to find Worldox to be an invaluable tool. With the recent additions of the Worldox Productivity Suite, we were able to have a complete solution for document management.

By Barry Yellin, Counsellor at Law

Challenge:

The challenge was threefold. First, we needed to implement a reliable, easy-to-manage backup solution for Worldox. Second, we needed a better way to leverage PDF content. Third, we wanted a document comparison tool to replace an existing PDF-editing tool.

Solution:

Implemented Worldox Cloud Backup, contentCrawler for Worldox and the Worldox Productivity Suite.

Result:

Solid, reliable backup solution, ability to search the content of PDF files and a feature-rich comparison tool and PDF editor.

First‐time DMS users at Phillip Hack & Associates are reaping the benefits of Worldox Cloud

Phillip Hack & Associates had been searching for a more efficient way to organize their critical documents and accompanying emails. They were using the search feature within Windows Explorer to find documents and the process was arduous and inefficient. Since most staff members used Microsoft® Office and Adobe® Acrobat, they wanted a system that would integrate with their current applications. Many lawyers work remotely at night, on weekends and on business trips, so there was an urgent need for a remote-access solution, preferably a cloud-based one. Their IT support team, MMI Technology Consultants, Inc., recommended Worldox GX3 Cloud because they knew it fit the bill.

World Software Corporation’s Worldox document management system (DMS) was developed 25 years ago and has been steadfastly used by over 5000 companies of every size in 50 countries. Worldox GX3 Cloud was released this year to an overwhelmingly positive response. Unlike other cloud solutions, it is not browser-based. GX3 Cloud can be installed as a thin client on laptops, desktops and tablets. It is reliable and flexible though the operation of Software-as-a-Service (SaaS) technology and cloud computing. It reduces costs since thin clients require fewer hardware components. As first-time DMS users, the firm was reluctant to pay an exorbitant amount of money upfront. They were satisfied with GX3 Cloud’s low monthly fee and happy to hear they wouldn’t need to purchase additional servers or other hardware.

MMI’s Value-Added-Reseller (VAR) Mike Pastore gave a demo of Worldox GX3 Cloud and the firm decided it was the perfect solution. More than 30,000 documents were migrated overnight and the implementation went smoothly. Employees were comfortable enough with the system that they were accessing their files the very next day. One staff member used Worldox at her previous firm and she was enthusiastic about using it again.

The firm has greatly benefited from Worldox’s profiling process and built-in PDF editing suite, which provides “Zero Download” technology, eliminating the need to download PDFs and enables employees to edit them directly on cloud servers. They are pleased with their recent adoption of GX3 Cloud, Worldox Customer Support and security. GX3 Cloud’s hosting provider, Rackspace®, has been assessed and holds validation for compliance frameworks such as ISO 27001, SSAE 16 and ISAE 3402 (Previously SAS 70 Type II), PCI DSS, and Safe Harbor, so confidential data is safe in the cloud. They are currently creating a profile group for historical cases and plan to add more than 10,000 of those files to GX3 Cloud. “In looking to take our firm to a cloud-based Document Management System that meets our needs for ease of use, quick implementation, integration with applications and cost effectiveness, we decided to use Worldox GX3 Cloud. The Worldox integrator had us up and running with DMS on day one, and with good training we are very pleased with the system. We have had a very easy time of moving our current documents into the system as we need them.”

The firm’s employees are enjoying all the benefits of the reliable Worldox GX3 Cloud. Thanks to a streamlined, simpler process, the firm’s productivity has improved now that a consistent file structure is in place. Less time is wasted since document searches are faster and more efficient. Worldox GX3 Cloud has measured up to all of their expectations of a dependable DMS.

Challenge:

Find an alternative to time‐consuming document searches using Microsoft Windows Explorer’s search feature.

Solution:

Worldox GX3 Cloud was implemented as the first document management system (DMS) ever used by this law firm. More than 30,000 files were migrated to GX3 Cloud overnight. End users easily accessed their files and started to use the new DMS the following day.

Result:

The firm’s employees are pleased with faster searches, features such as built‐in PDF capabilities and security. They plan to move more than 10,000 historical files to Worldox GX3 Cloud, too.

Law, Snakard & Gambill, P.C. Modernizes with Worldox DMS

A document management system (DMS) is the lifeblood of a law firm. If the DMS is broken, the firm really suffers. In 2009, Law, Snakard & Gambill, P.C (LS&G), a full-service law firm in Fort Worth, Texas, began experiencing problems with its outdated version of DocsOpen DMS. We had bought the software in 1998 and upgraded it three times since then. However, about three years prior, the text search had stopped working. My firm poured many hours and about $10,000 into fixing the indexer and search capabilities of the software, but to no avail—the DMS was deemed unfixable.

As the Personnel Manager of the firm, it was my responsibility to research alternatives for a new DMS, while also looking into other ways to help modernize our approach to remote access, storage use and security standards. We had old equipment, and a tornado in 2007 had opened my eyes to the need for disaster recovery provisions. I worked closely with our IT consultant, Chris McLelland, when weighing all options for our specific needs.

There were many unique elements to consider when we surveyed the scope of a DMS conversion. We had 760,000 documents that had to be migrated, indexed and re-profiled efficiently. In addition, we were using WordPerfect for as our word processor and did not want to make the switch to Word. We needed a system that would integrate with and support our firm’s existing infrastructure.

Another issue was that our indexer had stopped functioning a number of years ago. Our staff had been saving documents to a single folder that swelled to contain 80,000 documents with all the same client, matter and document type information. In order for migration to be successful, these documents needed to be intelligently organized in multiple directories.

In the course of my due diligence, I looked at Worldox® from World Software Corporation® and spoke with Ion Resources, a Texas-based reseller that sold and installed their DMS. Initially, I had met Ion’s co- founder Don Lee at an ALA meeting and began speaking with him in- depth about the possibilities of implementing Worldox at LS&G. I also discussed our firm’s unique needs with him, and he had a number of solutions to our problems. In addition to the Worldox DMS, we also considered its add-on, Worldox/Web Mobile, which allowed our users to have remote access to documents from any Internet connection. Worldox had all of the features and integrations we were looking for, including support for WordPerfect documents. Don sent me a price quote for Worldox and it was the most affordable option by far. Most quotes were between $30,000-90,000 more than the Worldox figure. Worldox was a great product that was very efficient and well-priced. It integrated with everything we needed it to, including WordPerfect and our Omega time and billing software. I presented this information to the firm’s executive committee of 5 attorneys, and they agreed that Worldox was the best DMS solution, as well as the most cost- effective. We bought 31 Worldox licenses and the Worldox Omega Connector in November 2012 and purchased 5 Worldox/Web Mobile licenses in December.

Even before purchasing Worldox, LS&G had begun discussing requirements and design with the team at Ion. Three initial pilot runs were done within a week to ensure a smooth transition. Our first pilot was a test with a small subset of the documents from a single client/matter. Then Ion did two pilot runs with the entire data set. The final and actual migration run began on January 11, 2013.

In order to convert the Docs Open profiles to Worldox profiles, Jeff Taylor, Ion’s lead software developer and Worldox project manager, used Microsoft SQL Server Management Studio to create SQL queries to bring over the data for our 760,000 documents and profile data faster. For the folder with 80,000 documents, Jeff used creative techniques to divide the directory into smaller groups of documents, so that the files and profiles would download to the Worldox system more quickly. All the metadata and profile information was brought over to Worldox, including the versioning. Jeff also worked closely with Rob Nagy, Professional Services Manager at Worldox, to solve any small complexities that arose.

We initially were using an old Novell server, but since it was at risk of crashing due to the machine’s age, we replaced it with a new server. Our firm now uses a virtual server running VMware to house Worldox, the documents and also the indexer.

To integrate existing products with Worldox, we used a variety of resources. Since our firm was using a very old version of Omega Software for time/billing, we worked closely with Tom Price of Entergel, a Worldox reseller who writes integration connectors with Worldox. Tom wrote unique programs to help create the integration. Tom worked with Jeff Taylor to develop custom tweaks enabling Worldox to work with existing software and to ensure that the integration process went smoothly. Ion Resources also implemented Symphony Suite from Trumpet, Inc. to streamline the process of scanning, filing and OCRing documents into Worldox.

The migration was a very ambitious project and it required a very organized approach to get the job done. Despite the firm’s complexities, everyone worked well together throughout the transition. Once all the documents were moved over to Worldox, our firm felt confident and secure with our new DMS and it was clear that we made this transition at the right time for our firm. LS&G decided to wait until after the holidays to finally cut over to the Worldox DMS. Our “live” date was January 14, 2013 and we also did our end-user training that day and the following day.

Attorneys received two hours of training and administrative staff had half-day sessions. Since they had previously worked with document management systems, there was a less of a learning curve. There were a few new Worldox features that individual staff members needed to have explained, but any minor difficulties were a matter of getting used to the product. The technology overall worked really well.

We received positive feedback from everyone at LS&G about the system. Worldox is a great product and one of the greatest assets of the system is that our firm now has a lot of flexibility. Attorneys can securely work remotely and access documents from mobile devices. It was a pleasure for us to work with Ion Resources, Ltd., Entergel, and Worldox during the entire process. Installing Worldox was truly a step in the right direction in terms of our staff and attorneys embracing new technologies. This new approach has positively enhanced our firm’s operations. In a few short weeks, we took an old, antiquated system and transformed it into a modern, efficient system that everybody uses and likes.

By Ranita Smitherman, Personnel Manager
Law, Snakard & Gambill, P.C.

About the Author:

Ranita Smitherman is the Personnel Manager at Law, Snakard & Gambill, P.C., a law firm based in Fort Worth, Texas. Email her at rsmitherman@lawsnakard.com.

Challenge:

To find a reliable and affordable DMS for a law firm with critical needs for full text searching capabilities, integration with WordPerfect, disaster recovery and remote access.

Solution:

Implementation of Worldox solved a number of the firm’s problems. Its add-on, Worldox/Web Mobile, allows users to have remote access to documents from any Internet connection. Worldox also provides features and integrations such as support for WordPerfect documents. It was also the most affordable DMS option. The firm saved between $30,000-$90,000 by choosing Worldox over high-priced competitors.

Result:

Worldox is valued as a great product and one of the best assets of the firm. Staff members have more flexibility and remote access, enhancing daily operations.

“We received positive feedback from everyone at LS&G about the system. Worldox is a great product and one of the greatest assets of the system is that our firm now has a lot of flexibility. Attorneys can securely work remotely and access documents from mobile devices. It was a pleasure for us to work with Ion Resources, Ltd., Entergel, and Worldox during the entire process. Installing Worldox was truly a step in the right direction in terms of our staff and attorneys embracing new technologies. This new approach has positively enhanced our firm’s operations. In a few short weeks, we took an old, antiquated system and transformed it into a modern, efficient system that everybody uses and likes.”

 – Ranita Smitherman, Personnel Manager, Law, Snakard & Gambill, P.C.

Worldox users at Lear & Lear, LLP appreciate the benefits of remote access using Enterprise

The attorneys at Lear & Lear, LLP were satisfied users and proponents of the Worldox GX3 Professional document management system (DMS) for several years. They enjoyed its easy-to-use interface, cost-saving benefits and an array of convenient features. Staff members benefited from the profiling process, which requires users to label documents in a consistent and logical manner, greatly accelerating how to find files for instant access. As content as they were with GX3 Professional, however, they realized that running it over a VPN did not offer the performance that they needed. They had a remote branch with users who needed a better way to connect to the Worldox DMS. Lear & Lear’s technical consultant, Jess Bird of Structure Computer Consulting, recommended that they upgrade those remote users to GX3 Enterprise.

GX3 Enterprise is one of several deployment options of the Worldox DMS. The architecture is designed to support multi- office and remote connectivity environments. It allows centralized document storage and indexing in a firm’s data center to provide efficient deployment to remote offices and locations. GX3 Enterprise delivers the same functionality and interface as GX3 Professional. This made it the perfect solution for Lear & Lear’s remote attorneys, who didn’t need to be re- trained and were up and running in no time.

The firm facilitated their implementation with the help of Jess Bird from Structure Computer Consulting. The implementation went smoothly, one small glitch was resolved immediately, and the whole project only took 30 days from start to finish. The initial users of GX3 Enterprise have experienced no issues with speed and are happy with customer support.

Remote users of GX3 are enjoying unlimited flexibility and easier collaboration. The optimized architecture delivers data to their screens faster than ever and has broken down the barriers of remote connectivity. It is exceptionally simple to use and ensures that their confidential data is secure. GX3 integrates directly with Microsoft® Office, Corel Office®, Outlook, Acrobat®, along with a host of law practice and financial services systems, time and billing applications, and scanners. Lear & Lear users are impressed with the way features work just as well remotely as they do locally. The GX3 Enterprise transition has been seamless. The firm plans to roll Enterprise out to a number of other users. At that point, about 50% of the staff will connect to the Worldox DMS using GX3 Enterprise.

Ben Zaritsky, the Director of Information Technology at Lear & Lear, LLP stated, “I love implementing Worldox GX3 Enterprise. When explaining its capabilities, I find myself using the words ‘magic’ and ‘auto-magically’ because that’s what it really is. The ability to use the Office Suite that is installed locally on your computer, while seamlessly utilizing your Corporate DMS that is housed miles away is truly a fantastic feature.”

Challenge:

Enable remote users within the firm to collaborate using the Worldox document management system (DMS), but running GX3 Professional over VPN didn’t deliver optimal performance.

Solution:

Implement the Worldox GX3 Enterprise solution for the firm’s remote users.

Result:

The firm’s remote employees are pleased that they can now work remotely and that GX3 Enterprise provides the same features of GX3 Professional. They also did not have to re-learn a new document management system to achieve the goal of remote access.

Barron & Young Intellectual Property Limited simplifies review processes and enables visual document tagging with the Worldox Categories feature

The staff members of Barron & Young Intellectual Property Limited in Hong Kong had been using the Worldox document management system (DMS) for several years. They were seeking a way to annotate emails and documents with statuses that indicated, “follow-up”, “urgent”, “notes to file”, and “special instruction from client”. Charles Ho, the Principal and U.S. Patent Attorney at Barron & Young, sent an inquiry to his Worldox contact to determine the best way to denote documents with certain conditions. His request inspired the Worldox development team to make enhancements to the long-standing Libraries feature.

The legacy Libraries feature in Worldox was valued by existing customers for many years. Libraries offered folder-based file relations that assisted users with labeling certain documents to facilitate grouping files in a list. Worldox developers decided to redesign the Libraries feature and re-launch it as Categories. The Categories feature makes it possible for users to quickly identify files in a list in a visual way. Color icons and text-based descriptions offer a new way to tag and discover related files.

Users can assign Categories in a number of ways. A common way is to assign them directly from a Worldox file list by right-clicking a file under the “Categories” column header. Upon doing so, a list of categories appears where users can make their selection(s). There is also a menu option to Assign to Categories and an optional custom toolbar bar button for users who prefer those modes. Users can also specify in Worldox Preferences whether or not to assign categories during the operations of Open, Save, Move and Copy if desired. Categories are visible in file lists in the “Categories” column, which can be added if not shown by default. It can also be sorted on or filtered with the Tags tab at the bottom of the file list. Depending on the size of the column, it will always list the Category icon(s) and as much text as possible. Users can assign multiple categories to one file.

Worldox enables users to create and edit Public, Personal and Folder- based Categories. The Folder categories are the same as the old folder-based ones that were offered in the Libraries feature. These Categories are only viewed within the specified folder. Users can create Personal categories that only they can see. Public categories are used globally by all users within the organization using Worldox.

Upon learning about the new Categories feature, the IT department at Barron & Young rolled it out to users within just a few days. Staff members were quickly trained to use it and they immediately created additional useful categories. Supervisors improved their review process by marking documents and emails with categories such as “to be reviewed”, “reviewed”, “approved”, “ready to be sent” and “sent to client”.

Users of the Categories feature at Barron & Young are diverse when it comes to preferences for the types of Categories to use. Some prefer to use only existing Public or Folder-based categories, while others also employ Personal ones. One thing they all agree on is that categories provide more advantages when it comes to locating documents in a file list with a quick glance. All users have their Worldox Preferences set so that they can select a category upon opening a file. They also use the Tags tab at the bottom of the Worldox file list so they can click a Category name to display matching results in the file list.

Worldox users at Barron & Young unanimously agree that the Categories feature has streamlined the process of cataloging their documents. It’s an easy way to tag documents and emails to more easily circulate them for review and collaboration. Icons designated to categories assist with illustrating tasks and action items that have already been performed or still need to be done for certain documents and emails. Categories have been a welcome addition to the workflow at Barron & Young. They have made review processes more efficient and have met the expectations of Worldox end users throughout the firm.

Charles Ho affirms, “We find Worldox very useful and indispensable in our daily document management as it possesses the unique Categories feature. It allows us to quickly obtain the most updated status of each document and email saved in Worldox, so that we would know which ones we need to follow up with and which ones we need to handle immediately.”

By Charles Ho, Principal and U.S. Patent Attorney
Barron & Young Intellectual Property Limited

Challenge:

Designate important emails and documents with status types to group, find and circulate them more quickly.

Solution:

Implement the Worldox Categories feature to label files with both text‐based and graphical descriptions.

Result:

The firm’s employees are quickly trained to use the Categories feature. They assign categories to files upon opening them so that they can easily identify files in lists in a visual way. Icons affiliated with Categories depict which action items are necessary for tagged documents and emails.

“We find Worldox very useful and indispensable in our daily document management as it possesses the unique Categories feature. It allows us to quickly obtain the most updated status of each document and email saved in Worldox, so that we would know which ones we need to follow up with and which ones we need to handle immediately.”

‐ Charles Ho, Principal and U.S. Patent Attorney, Barron & Young Intellectual Property Limited

A first-time DMS for Lindsay Kenney LLP in Vancouver… and they chose Worldox.

The Solution: Worldox

Lindsay Kenney LLP (www.lklaw.ca) is a full service Canadian west coast law firm with approximately 50 lawyers and in total about 140 staff providing legal services from offices in downtown Vancouver and Langley, British Columbia.

For many years, the firm managed their electronic documents and files without a document management system (DMS), by using Windows Explorer to navigate folders and Windows Search to execute searches when needed. However, we reached the point where we had approximately 500 thousand documents (mostly Word documents), sorted by year, client, matter; they were not searchable in an efficient way. We wanted to select a DMS that could easily store client-related emails in the same repository as the other documents, and provide efficient searching functionality.

We looked at several DMS solutions but were concerned about the high cost of the system implementation for some of them. The features and functionality of our two final candidates were comparable, so there was not a major difference there. The software licensing costs were not drastically different either, but the implementation costs for Worldox using Baker+Cadence Solutions (BCS) (www.bakercadence.com) were considerably lower. Also, Worldox does not require a SQL server database, and we could use a workstation-class machine as the Worldox indexer rather than a server. We spoke with a number of Worldox clients who were approximately our size, and we received favorable feedback, so in September 2009 we signed the purchase order for 140 concurrent Worldox licenses.

To facilitate a successful implementation project we worked with Bill Baker and Mike Crouch of BCS, to set up planning meetings prior to the implementation. They spent two days with the Lindsay Kenney LLP team. Mike Crouch met with user groups, departments, management and IT staff to determine the profile structure – as each document in Worldox is profiled with fields such as client, matter, author, doc type – and planned the training schedule. Charlotte Quiroz of BCS was the designated trainer. We knew her role was going to be incredibly important since some of our employees were very resistant to the idea of change and the training was intrinsic to the project’s overall success.

BCS recommended that we leave the pre-existing legacy documents in their current document structure and build a text index of them so they would be all text-searchable by document name or content. The legacy document store was marked read-only so when lawyers or staff found a document, they would then need to profile and save it into the Worldox repository. It took a full weekend for BCS to build this text index since we had such a large volume of files.

There were no conversions or data migrations because we did not have a prior DMS. The only integrations we needed to worry about were with applications we used where Worldox would need to pop up the File/Open, File/Save and File/Save As commands; these were handled by hook files that Worldox technical support provided.

For the most part, the Worldox implementation went smoothly. One of the recommendations from BCS was to have staggered rollouts. We only rolled out 10 or 12 users at a time rather than doing a full cutover for the entire firm all at once. The lawyers and staff would attend training and when they returned to their desks, Worldox would be live, so they could apply their newly-learned skills immediately.

We did experience a technical problem when the users were moving legacy files into the new Worldox structure. Profile data was being dropped during the move and the document name was not appearing within Worldox – only the document number. This issue appeared during the first few days of the project.

BCS discussed the problem with Worldox software developers as they had never seen this problem before. An investigation was conducted. BCS ran tests on different workstations and operating systems, and found that the users having the problems were on the Vista operating system, and Vista was also the operating system on the Worldox indexing workstation. BCS’s research showed that there had been some problems reported with Server 2008 and Vista workstations, the issue stemming from a new Microsoft file handling logic called SMB. BCS conducted some more tests and found that the problem was resolved by using SMB 1 protocol instead of SMB 2. Worldox technical support created a utility to correct the issues with the documents that had already been converted during the first two days. We were kept informed by BCS and Worldox during the investigation, and I was involved in many of the conference calls. Eventually this issue was completely resolved and we had all worked as a team to make that happen.

Another issue that came up was that our Langley users experienced slow loading of the profile tables because they were being downloaded for every use from the Vancouver server. BCS configured the system to clone the tables to Langley several times a day, thereby speeding up searching in the Langley office.

As mentioned previously, we knew that training was going to be a critical part of ensuring Worldox’s successful adoption at our firm. Our Managing Partner, Kelvin Stephens chaired our Worldox project, and ensured that all staff attended training. In total, there were six days of training: four in Vancouver and two in Langley. Each session was 3 hours long with 10-12 users at a time, and we used already converted data to make the training a more ‘real world’ experience. This allowed us to train based on real-life documents rather than sample documents, providing a more accurate and realistic platform. In order to accommodate the staff’s busy schedules we held training sessions over several days and also ran individual sessions for staff that were out of the office during the core training sessions. We also had BCS come back two months later for two days of follow up training sessions. The benefit of this was that users were now familiar with Worldox and had been using it daily. The follow up sessions allowed staff to ask BCS about specific issues and additional functionality.

In terms of how Worldox was received, some people were resistant to the change whether it was meant to improve their work or not, so we did have some users that were reluctant to adjust to the new system. BCS walked the floors of our offices after the training sessions to help users adjust and troubleshoot any issues that they had. They did one-on-one sessions with the users that struggled or were reluctant to start using Worldox. Our helpdesk calls did spike after each user group went live, as we could have predicted with a brand new rollout, but once the preliminary learning curve was flattened out, the calls dwindled in number.

The lawyers like being able to save and profile emails into the central Worldox repository and are now able to find a document very quickly, either by searching by name or using the text search function. They can also find precedents easily and quickly.

Overall, Worldox has become part of our culture and nearly everyone using the software benefits from and appreciates its capabilities. BCS and Worldox Technical Support did a very good job of implementing the technology and keeping us informed as all the implementation issues were resolved. It was crucial to the project that our Managing Partner, Kelvin Stephens, and Managing Director, Carmen Arndt, were champions of the project, so that adoption and buy-in came from the top. I’m very glad that we have the Worldox DMS installed now – it has brought a great deal more efficiency to the firm.

We have been using Worldox for approximately 10 months and many of our users are now ‘super users’ of the product, including some of our ‘resistant to change’ users. We now have approximately 315,000 documents within Worldox, comprised of new documents and converted documents.

Another feature which we use a lot within Worldox is the Ethical Wall function. This is easy for an administrator to set up and assures that when required we can set up the appropriate restrictions on sensitive documents. These files do not show up in searches unless the user has access to them.

A final word from our Managing Partner, Kelvin Stephens:

I am thrilled with Worldox; it does everything it was represented to do. The conversion was done efficiently with little disruption and the product performs well.

Challenge:

To get this large firm up and running on a first-time ever DMS platform – and to quickly train/orient/ reassure certain changeresistant staff.

Solution:

Worldox GX2 selected and installed; extensive training and follow-up sessions conducted for all employees.

Result:

A strong implementation team made this a smooth transition … now some of our most skilled Worldox “super users” are those who were initially least comfortable with the change.