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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.

Cavalluzzo, Hayes, Shilton, McIntyre, Cornish: Seeking a DMS to handle a nonMicrosoft environment, and heavy email volume

The Solution: Worldox

Seven years ago, Toronto’s Cavalluzzo Hayes Shilton McIntyre & Cornish began the hunt for a document management system for our 37 lawyers and 35 support staff. Our three-person team included firm administrator Jayne Ivall, attorney/tech liaison Amanda Pask and me. Our goals were straightforward: we wanted a DMS with:

  • Document profiling – the ability to save metadata fields, such as client/matter/author/document type
  • The ability to track document versions
  • Indexed text searching with advanced search options
  • And our top priority: email management

Like many Canadian shops, we use Canada-based Corel’s WordPerfect, as well as Novell servers and GroupWise email. Because most legal software is designed for Microsoft products, we knew we faced a challenge to find a product that would work for our infrastructure.

So we procrastinated. And we grew. Initially, we were a small firm with an organized existing file structure. As we grew larger, we needed to get to data faster and our old structure needed to change. The tipping point: our e-mail volume became so overwhelming that we had to obtain a DMS to manage all the messages.

Our team considered two options: Open Text’s Document Management, eDocs Edition, (formerly Hummingbird) and Worldox from World Software.

Back-end setup was a major consideration as we compared the two. Open Text is a SQL-based DMS and I had encountered negative experiences with its three-tier setup in the past. With three-tier structure, there is the user interface or desktop application (tier 1), the business logic which is normally the server-based code (tier 2) that processes and sends requests to the third tier, the database (SQL).

We already had 16 (hardware and virtual) servers and SQL, and would have had to buy or provision another server. Also, if the Open Text SQL server were to go offline, our lawyers and staff could temporarily lose access to their documents.

Worldox has a dual database architecture (including native file/folder access from within Worldox) that mirrors the users’ hard drives, and uses a workstation as an indexer. The Worldox Indexer Application runs on a PC/workstation class machine and monitors all content such as documents and emails to extract and index the text for rapid retrieval of key word searching. The dual database approach combines a failure-resistant distributed database with a centralized, web-based data repository. This provides global access to document repositories and a redundant, fault tolerant database structure.

If the Indexer were to go down, we could still access our documents during the outage. We also learned that Worldox incorporates ISYS Search Software’s search technology — good news because we already used ISYS for indexed text searching across our network.

In January 2010, our team decided to move ahead with Worldox. We retained Pennsylvania-based Legal Software Connection’s Frank Jones, a systems integrator with 18 years of Worldox experience.

We worked with Jones and Worldox staff to create a customization that allows our matter lookup table text to be tagged and passed on to the Worldox Find dialog as Boolean “and/or” queries. Users can easily locate matters they want to search across, based on text entered in the billing system’s matter description. This feature was made standard in Worldox GX2.

We needed advanced GroupWise email integration with Worldox GX2, to augment the limited Extended MAPI support that GroupWise offered. Worldox enhanced the function, integrating sent mail, duplicate e-mail redundancy checking, and continuation of email threads (reply and forward) from within Worldox GX2. These GroupWise integration enhancements are also now standard in Worldox GX2.

We started the Worldox rollout on Saturday. January 30th and went live with Worldox on Monday, February 1, 2010. As part of the installation, we upgraded Citrix and installed Microsoft Word on 77 desktops, all in two days — over a single weekend. Though we are still a WordPerfect shop, we decided to install Word strictly for compatibility so we could collaborate with clients that have Word, and so a few users that prefer Word could use it more regularly.

Altogether, I logged 260+ hours leading up to and immediately in the two weeks following the rollout. I hired several contractors to help me with the Microsoft Word and Worldox rollout. In retrospect, I should have brought in more people for the rollout and coverage during the post-install. We uncovered and fixed a show-stopping GroupWise software bug in the process, too.

We also integrated Worldox into our Citrix-published applications. The Citrix XenApp5 integration was more complicated than I had envisioned and I had to switch from batch files to creating custom code using AutoIT to troubleshoot and manage the server processes, since the batch files didn’t work as well as I had hoped.

On Monday, February 1st following the installation, Legal Software’s Sandy Johnson did quick training with all our employees. She then spent the remainder of the week onsite, providing floor support and presenting seminars on more advanced aspects of the Worldox system. Some people were resistant to the change, but eventually they really started to embrace the system.

Our workflow closely resembles what our pre-DMS process was, except now we can find and save documents and emails faster, which saves us and our clients money.

Challenge:

To find a DMS that would work for our (at least partially) non-Microsoft infrastructure, AND could manage email.

Solution:

Worldox had the features we needed, and easier back-end set-up. It was the obvious choice.

Result:

We got several customized options that later become standard GX2 features. It works exactly as promised, and our staff is embracing the new system.

Smooth DMS sailing: Robinson Waters & O’Dorisio find better, more affordable document management in Worldox

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 fullservice 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 services.

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” day.

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.

Challenge:

To transition from an outdated, expensive and ultimately untenable document management set-up in which firm files were clearly at risk.

Solution:

Worldox installed; all legacy documents converted; staff trained.

Result:

Complete success. Zero problems encountered. Firm documents are safe; MS Office apps have been upgraded, and integrate seamlessly with Worldox.

Hoskin Farina & Kampf enhances document and email management with cost-effective Worldox

The Solution: Worldox

In the summer of 2009, our Colorado-based law firm began looking for a new document management system (DMS). We use an accounting, time and billing system from Oregon-based Legal Software Systems (LSS), and at the time we used a DMS product from LSS – LSSDocs. We desired a more robust DMS product that integrates deeply with Microsoft Outlook. Further, we sought DMS software with greater flexibility regarding document rights management and security.

When we began our search, we looked at these DMS offerings: Document Locator from Oregon’s ColumbiaSoft, iManage Interwoven (now owned by the U.K.’s Autonomy), and Worldox from World Software. We eliminated Document Locator early in the process because it does not appear to be designed for and widely marketed to the legal industry.

The decision came down to Interwoven and Worldox. The firm I worked with prior to Hoskin Farina had been an iManage (Interwoven) shop; I was quite fond of the iManage DMS. Ultimately however, we eliminated Interwoven because it is an expensive solution for our firm of approximately 35 users. Worldox offers very similar features at a more affordable price and does not require a dedicated file server. We chose Worldox.

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.

DCNC also helped us to save time and money, and worked to limit interruptions throughout the migration process. Because DCNC is located about 4.5 hours from our Grand Junction office, the distance could have complicated things. They made sure that was not a factor. They scheduled the first meeting in our office; afterward we met via teleconference or webinar. That kept travel expenses and interruptions to our business to a minimum. Our teleconferences and webinars (as opposed to in-person meetings) had no negative impact on our ability to communicate clearly.

Prior to our actual cutover, we were trained to use Worldox. DCNC provided training for users by setting up a training lab in our offices. The entire process was hands-on; each user was taught to profile, name and search for files using a database of test documents. We did our best to pair attorneys with their secretaries and respective practice groups, so that questions posed by users and the answers provided would be better understood. The Worldox interface is friendly and familiar, which facilitates learning. We assimilated to Worldox quickly, and post-migration questions were readily addressed by DCNC and Worldox.

Our mid-April 2010 Worldox installation went quite well. As with any migration, there were a few challenges. DCNC resolved them quickly. One issue involved the sluggish speed at which documents were transferring into Worldox. That took more time than anticipated, due in large part to file transfer limitations inherent in our operating system. We migrated more than 100,000 documents from LSSDocs to Worldox; DCNC took care to make sure they were transferred properly. Despite the few usual challenges associated with a DMS conversion, our migration from LSSDocs to Worldox was the smoothest such conversion I have experienced. Much credit goes to the team from DCNC. They prepared us for the process in advance, properly trained our users, and walked us through each step as the migration unfolded.

Since the installation and document migration, everyone at our firm is extremely comfortable with Worldox. Document collaboration is much more fluid and information is more easily shared, yet document security and version control have not been compromised. Worldox’s Outlook folder integration is very useful; we can store and locate email messages, Word documents, Excel worksheets, and PDFs in one location – no need to move between different programs and folders. Every document and email message is fully text- searchable. Worldox is easy to use. It makes sense, and affords us greater efficiency, which directly benefits our clients.

Challenge:

To find a DMS that integrates deeply with Outlook and offers greater flexible in document security and rights-management.

Solution:

Worldox selected; all documents migrated from LSSDocs.

Result:

Document collaboration is greatly enhanced – without compromising security.Our users are very comfortable with Worldox.

Howard Kennedy: Worldox/Web Mobile helps London firm’s lawyers access key documents online – anytime, anywhere

The Solution: Worldox

Howard Kennedy has historically been a law firm on the leading edge of technology. We believe we were the first law firm in the world to run digital dictation in a VMWare Virtual Desktop Infrastructure (VDI) environment. Also, our IT Team was a finalist in the Legal Technology News LTN Awards 2009 for City/National IT Team of the year based upon work undertaken during 2008 on a full infrastructure refresh incorporating both production systems and standby systems utilising VMWare virtualisation technologies and NetApp storage.

We are similarly dedicated to providing flexible remote working solutions to our fee earners. Since 2000, our firm has used the Worldox Document Management System (DMS) from World Software Corporation, and it has performed very well for us throughout the past decade. With nearly 250 Worldox licenses, we are one of their largest sites in Europe. There has been a growing trend for lawyers wanting to work from home or remotely when travelling on business, including the need to access their documents.

Worldox/Web Mobile, which is the DMS’s online interface that operates over any internet connection, helps us meet this demand. We updated Worldox/Web Mobile to the latest available version as part of our infrastructure virtualisation project in 2008. The interface is extremely similar to that of the Worldox desktop product, so the training aspect is very light. Approximately 60% of our fee earning user base currently benefits from the availability of Worldox/Web Mobile system at this time.

Though based in London, Howard Kennedy has clients all over the world. When our lawyers work from home or travel abroad for client visits and meetings, they can easily access documents via Worldox/Web Mobile, regardless of time differences.

Any computer with a web connection can bring up Worldox/Web Mobile. Clearly, this is extremely convenient and helps maintain productivity. Access to documents can sometimes make the difference between a successful meeting and happy client or the opposite, so 24/7 availability of documents is critically important.

From an IT perspective, Worldox/Web Mobile was straightforward to install, and is very easy for us to maintain. With Worldox as part of our environment, we are able to securely deliver documents to people around the clock. Because of the way Worldox/Web Mobile is designed with challenge/response authentication and HTTPS protocols there is a high level of security protecting our documents.

We rarely have any Worldox issues for the DMS or the web product. Having products on the system that “just work” like Worldox and Worldox/Web Mobile is very valuable, because they don’t require much manpower for troubleshooting purposes.

Worldox/Web Mobile is a good solution for Howard Kennedy for a number of reasons. First, its operating cost is very low, which is appreciated by everyone at the firm. Second, it is extremely reliable and rarely goes offline. It is a constant resource that we can count on. Third, there is very low training overhead because the interface is so similar to that of Worldox. We really do not have to train users in any great detail.

Overall, Worldox/Web Mobile is a useful tool which enables access to documents using any major internet browser. We are exceedingly pleased with the solution, as well as the technical support we have received from World Software Corporation’s staff. I recommend Worldox and Worldox/Web Mobile to any firm looking to give its users a great DMS and access to their documents from anywhere in the world.

Challenge:

To connect travelling lawyers with documents on demand – without compromising security or spending a fortune on new technology and training.

Solution:

Deployed the latest version of Worldox/Web Mobile to staff on the go.

Result:

Off-site work and client visits are much more productive. Approximately 60% of our fee-earning base now benefits from the availability of Worldox/Web Mobile.

Lombardo & Gilles implements Worldox® to manage documents and email, and streamline workflow

Background

Law firms have an unparalleled amount of information to manage and track, and as any law professional knows, efficiently handling the volume of documents is one of the most challenging tasks involved in managing a law firm. With more than 15 years of documents accumulated on our server, that task was becoming even more cumbersome for my law firm, Lombardo & Gilles, based in Salinas, Calif.

We started looking for a new document management system (DMS) to create a more paperless office, and also to modernize our firm’s email management system, which was costly, paper-intensive and time – consuming. The attorneys and staff had exhausted the capabilities of Microsoft Outlook to search for and organize emails, and we determined that Microsoft search and coding alone could no longer provide an adequate resource for our requirements.

The Solution: Worldox

We looked at a few different solutions, including Hummingbird (now Open Text), prior to choosing Worldox. In addition to the DMS coming highly recommended by our IT services provider – Baker + Cadence Solutions, a leading Worldox systems integrator – one of our lawyers had used a system at his previous law firm which he said was quite similar to Worldox. Our research proved that Worldox was the most efficient and competitive product available.

The Worldox installation was extremely smooth, the whole process only taking a few days. Baker + Cadence CEO Bill Baker spearheaded work-study programs with our staff and attorneys to make sure they understood the way the system worked. Using real-time examples, Bill gave my staff the opportunity to ask questions as he demonstrated and showed them how to use the product. He then came back and did one-on-one training with each staff member.

Tangible Benefits

There are many benefits to using Worldox. My favorite feature of Worldox is the real-time tracking of, and ability to centrally store, email. Now, all the attorneys working on my cases have access to the emails I have saved to Worldox, and everything is accessible from a central location.

I was not the only person to see the benefits of Worldox. Our firm’s office manager, Tina Hamby quickly saw that Worldox was going to completely change the way we conducted business.

According to Tina, “One of the attorneys spent hours trying to find three documents he had created, and when he couldn’t, he had to recreate them. Using Worldox, we were able to find those documents in two seconds. That’s when I was sold on Worldox.”

With the help of Worldox, our office is gradually going paperless. Before Worldox, our secretaries were spending lots of time copying and emailing documents. Now with Worldox, not only do we save man hours, but we save paper and toner, which is not only a cost benefit, but a green benefit as well.

Worldox has exceeded my expectations, especially from a support standpoint. With many companies it takes forever to get a support technician on the phone. Worldox isn’t that way; they are quick to respond. Worldox is a solution-driven company and there is always someone to help us with any problem we have. The few problems we have had have been dealt with in an efficient and prompt manner.

Worldox provides my firm with a wealth of benefits. Not only does it help us stay organized, efficient and relieve the stress of trying to find documents, but it also helps us stay green. Spending time and money scanning, sending and searching for documents is a practice of the past for our firm now. Worldox is the document management system of today, and our firm is greatly modernized because we have implemented this technology.

Challenge:

To cope with the growing burden of document and email management, and move towards the goal of paperless operation.

Solution:

Worldox installed; staff oriented and trained.

Result:

We are saving time and money, on the road to going paperless, realizing not only cost benefits, but green benefits.

How one innovative law firm pursued the elusive, “paperless office” goal … and pretty much made it happen.

Background

With more than 30 years of legal experience, J Stanford Morse P.A. specializes in automobile accidents and wrongful death cases. Efficiency and productivity matter here. We never hesitate to implement technology solutions where there will be a quantifiable gain in those areas. We have long wanted to move to a “less paper-intensive” style of work. We already use the Needles Case Management System, and find it well suited to our litigation practice areas. Document management seemed to be the next logical step; we’re a small firm, but still have thousands upon thousands of documents, emails and scanned files.

The Plan

Our team contacted InTouch Legal, a leading document management integrator. They suggested Worldox, then demonstrated it us. Together we drew up a plan on how to apply Worldox features to improve our workflow. Right from the beginning, this software felt like a good fit with what we were trying to achieve. In January 2009, I gave the goahead. InTouch was onsite here for three days setting up the Worldox application suite.

Objectives

Worldox/Needles integration: We needed tight integration of document management with Needles, so that our staff could pull up a case within Needles, and be able to with a single click access all case-related documents and emails in Worldox.

Integration with Office Scanners: InTouch suggested that we integrate Fujitsu ScanSnap scanners with Worldox to speed processing of received documents. Great idea. Now we simply insert documents to be scanned into the ADF tray and press a button. The document is scanned, OCR applied to the image (allowing for text searches in Worldox), and image corrections are applied automatically. Documents then “magically” appear on workstations as Adobe Acrobat files. Saving in Adobe also saves documents to Worldox.

Document Alerts: We also needed a way to let me know when new, scanned documents are ready for my review. InTouch found the solution in a new Worldox wdAlert module – which was still in pre-release testing. This utility searches for documents tagged for review, then prompts me to act as they are found.

Conclusion

It comes down to this: I wanted to simplify my life. Worldox and InTouch helped me do just that. We’ve moved away from the traditional email attachment mode, keeping everything inside the DMS now, no longer cluttering up Outlook with duplicate document attachments. I am very happy with this new system. Worldox and InTouch exceeded our expectations at each stage of the process. Worldox is the single most cost-effective purchase I have made in 30 years of practicing law. Training is minimal. Work flow capacity has increased. At the same time, overhead decreased, and the bottom line improved.

Challenge:

Design workflows that link firm software tools and minimize the reliance on paper documents.

Solution:

Install Worldox, integrating it with Needles and Fujitsu scanners; deploy the new wdAlert Worldox utility.

Result:

A much smoother and more controlled workflow; a dramatic reduction in paper files.

Baldwin: Worldox survives a tough test, succeeds where other DMS programs failed

The Decision

I didn’t know much about Worldox until earlier this year, but I certainly was familiar with Document Management Systems (DMS). In fact, we were on our second DMS implementation – an effort which so far had not been satisfactory. We did exhaustive due diligence, but the former product was not functioning consistent with our expectations.

Time for a change

We knew we had another round of (expensive) custom programming to rectify the situation, or we’d have to try something new. So I was very interested when Frank Jones (Legal Software Connection, Inc.) suggested Worldox – even more interested after the demonstration.

A Step Past Due Dilligence

Worldox looked to be exactly the kind of solution we needed. But how do you prove that a system works? First we developed an 18-point questionnaire and spoke with 12 similar firms using Worldox. All were not just pleased, but elated with this product. So far, so good. That response led to a trial run, a live, “proof-of-concept” test on site:

We converted our data, installed a test copy of Worldox and trained test users/evaluators – all in only three days. After two more days spent in structured testing, it was obvious that Worldox features did indeed match our needs. Some tweaking might be needed, but Worldox was just as powerful and useful as the other firms had claimed.

A week later, Worldox was rolled out and training completed. And that first day, our people were up and running on Worldox.

Why Worldox was the Right Choice

We needed tight integration with Juris, also with WordPerfect, Microsoft Word, Excel, Outlook and other applications. Ultimately, our goal is to be as paperless as possible, to simplify work flows firm-wide. These capabilities and efficiencies were only promised by the other DMS software we tried. Worldox actually delivers on that promise.

We had another critical requirement, the need to integrate a 5-digit tracking number used in our call & copy operation. Those numbers had to link to Client/Matter codes. Worldox enabled that customization seamlessly. Tracking codes are now uploaded and linked hourly, automatically, from our accounting systems. This one change alone makes a huge difference here in document-handling efficiency.

The Benefits

Where to start? First of all, there are no more lost or missing documents. Add to that an office-wide, sharable document system – a flexible database. Our Federal Court PDF filing concerns have been laid to rest … ethical walls and full security enhanced. We have in effect gained an intranet without the creation of cumbersome systems. Soon we’ll even be using Worldox Web/Mobile to create extranet client sites.

And it’s not just for client documents. Administrators can now share internal files in secure yet flexible ways. We no longer have different versions of important documents, no multiple or incomplete copies floating around. It’s safer too. Uploading files to different firm sites (401k plan admin and disaster recovery, for example) is so much easier than it used to be.

The Bottom Line:

We are making strides towards that elusive, “paperless office” goal. In the meantime, Worldox has turned our store of documents into a true “knowledge base.” This searchable repository offers new access and efficiencies to our attorneys and staff, so it’s far easier for us to provide custom solutions to client problems.

Without exception, our attorneys are extremely pleased with Worldox. This high level of attorney satisfaction is the true measure of how successful Worldox is for us.

Challenge:

To integrate with Juris and other essential programs and work with custom tracking codes … to move towards the elusive, “paperless law firm” goal.

Solution:

Worldox chosen after extensive due diligence, evaluated in a rigorous “proof-of-concept” test, then finally installed and rolled out to users.

Result:

Less paper, simplified workflows, dramatic improvements in how we manage and circulate client and internal documents, a high level of attorney satisfaction

Why Wyche Burgess switched from Interwoven’s iManage to Worldox

The Decision

The time came to upgrade iManage 7.5 to 8.0. The question was … would this be the right move for our firm? The 8.0 upgrade would probably not be all that simple. After all, moving from 5.x to 7.5 had not been particularly easy. Application integration with iManage had turned out to be complicated, to say the least. The more we learned, the more difficult the decision became. As discovery continued, we realized that iManage 8.0 required its own SQL server. We had been running a single SQL server for our accounting, timekeeping and iManage databases. That would no longer do, as iManage 8.0 needed its own server to perform at acceptable levels. (And note, we were already running in “two-tier” mode, with documents stored on a dedicated file server.)

Time for a change?

The upgrade would amount to a re-commitment to iManage. This product had served us well, but I always had the feeling we were paying too much, and that the system was way too complex for the amount of documents handled and the number of users we had.

Costs

I added up the pricing for a new server and the necessary upgrade licensing. Then we considered the need for consulting help. I heard estimates starting at 50 hours of consulting time for the upgrade; some went for much, much more. As anticipated costs for the upgrade inched higher, we decided to see what other choices were available.

The Worldox GX Option

The LawNet (now ILTA) conference happened right around that time. At the conference, I met with World Software’s representatives. We discussed pricing and the feasibility of a migration to Worldox GX from iManage

Worldox quickly shaped up as a viable alternative. We got some opinions from other firms already using Worldox GX. The satisfaction with this product was overwhelming.

The cost picture was even more promising. Our estimates for an iManage upgrade vs. migration to Worldox included not only first-year costs, but also costs for the next 3 years of operation. In year 1, upgrade vs. migration costs were almost identical. After that, maintenance was a huge difference. Maintenance costs for GX over the following 3 years would be half what we were paying iManage – for the same number of users.

That convinced me.

I started “selling” the notion of GX migration to the partners. At first there was some skepticism, until they saw Worldox GX in action, in a web demo. It took a little convincing to persuade the user base – the fear of change factor. Nothing unusual. Then it was time to forward with migration.

Outcome

It’s been a little over three years since the migration to Worldox GX. Our users have been very happy. As the sole Administrator here, I can definitely sing GX’s praises as well. Admin time needed is maybe 20% of what I spent on iManage … it just works. Would I do it again?

No. I would have have started with Worldox back in 2000 and skipped iManage altogether.

Challenge:

Reduce maintenance costs; select the best Document Management System for the firm.

Solution:

Replaced iManage with Worldox GX.

Result:

The staff is very happy with Worldox. The cost of administration is about one-fifth of what it was with iManage.