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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.

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.

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.

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.

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