| Yes! You can find any document
on your system in a matter of seconds. That, at least, is the promise of every document
management system (DMS) sold — including Worldox 2000. A DMS is a database that creates a searchable index of key information
concerning your files. For example, a DMS tracks client, matter, type of document, date
and author information and performs full-text searches. In essence, the DMS allows a law
firm to manage, view and retrieve its electronic documents. (For more information on
selecting a DMS, see April/May 2000 Law
Office Computing.)
So who needs a DMS? If your memory is like a steel trap,
you have no staff and never intend to have staff — you probably don’t need a
DMS. If, on the other hand, you don’t remember the name, location and content of
every document you or your staff created over the past 10 years — you need a DMS.
Software is worthless if used incorrectly. World Software Corp. understands this and has
created a DMS that balances simplicity of use with powerful capabilities at a reasonable
price.
The Worldox System
While not absolutely required, Worldox encourages users to dedicate a PC for
real-time indexing of files on the network. Worldox also uses Odyssey Development’s
ISYS search engine, eliminating the need for an expensive SQL server as required by other
DMSs.
The ISYS search engine does its job well. A search
through approximately 5,700 files on my network for the phrase “deed of trust”
took less than six seconds and identified 164 documents. The same search using
WordPerfect’s “advanced” find feature took 11 minutes and 20 seconds.
Worldox can locate files 113 times faster than WordPerfect because Worldox has indexed the
text of every document and has to search only through its indexed database.
Upgrading
Most users never have implemented a DMS or are using a competitor’s DMS. In
the case of the latter, Worldox will convert profiles from iManage, SoftSolutions and PC
Docs. For first-time DMS users, Worldox doesn’t require a user to convert or modify
files. The program will accommodate searching through legacy and Worldox managed files.
However, the more Worldox managed files you have, the more powerful the searching
capabilities.
Security
Worldox 2000 allows users to set various security levels to prevent unwanted
actions (such as viewing or changing files managed by the system). While I perform this
task at the operating system level using Windows NT security policies, it’s a nice
feature for networks with Windows 95 or 98 as servers.
New Features
Worldox 2000 is a minor upgrade from Worldox 8. Many new features are merely
upgrades of older features.
For example, the Inso Corp. file viewer support is
upgraded, which allows Worldox to now view 150 file types from within the document
manager; it offers better support for Windows ME and 2000; and the ISYS search engine has
been improved. Some truly new features are:
- “DropZone” — an e-mail management tool that
places an icon on the desktop, allowing e-mails from OLE2 (object linking and embedding )
and MAPI (messaging application programming interface)-compliant e-mail programs to be
dragged and dropped into Worldox 2000
- Integration with case management programs such as Time
Matters and Case Master, as well as DeltaView redlining software
- Mini-Button Bar — allows the addition of buttons for
frequently used searches
- Menu Bar — allows customization of the pull-down
menus.
Limited Support for Long File Names
Despite the ubiquity of Window’s support for file names more than eight
characters plus three (i.e., long filenames), Worldox 2000 can’t create documents
with long file names from within its management system. Worldox 2000 will, however, read
and display documents with long file names created outside its control. Because of this
limitation, directory names, such as “client” or “matter,” which are
used as searchable fields in the database, are limited to eight characters.
This limitation also means a firm’s decision to
embrace Worldox 2000 must be wholehearted. There is no going back to your pre-Worldox 2000
long filename directory/file structure without a lot of pain.
At press time, World Software Corp. reported it’s
working on full support for long file names and a conversion utility that will convert
Worldox formatted directory/files names into long file names.
Value
The initial cost of Worldox is $410 ($350 per user plus a one-year mandatory
maintenance fee of $60). Assuming an attorney’s billable rate is $150 per hour and
that attorney can save 10 billable minutes each week ($25) by using Worldox, that attorney
could make an additional $1,300 per year. In other words, Worldox could pay for itself
within four months.
One wish
My biggest disappointment has nothing to do with Worldox. I only wish I would
have implemented Worldox much sooner. Worldox 2000 offers a viable and efficient means of
recapturing lost intellectual property. It appears to be a solid and flexible product that
no lawyer should be without. |
World Software Corp.
(201) 444-3228
www.worldox.comWindows 95/98/ME/NT/2000
$350 per concurrent user plus a required
agreement for an additional $60 per user annually that provides software maintenance
releases and support.
Reviewed by Michael W. Newcomb, Esq., Mayfield &
Associates, Solana Beach, Calif.
Jun/Jul
'01 Issue
PROS
ISYS search engine gives results fast; the program
pays for itself within months.
CONS
Many “new” features are simply
enhancements; can’t create long file names.
VERDICT
Wish I used it sooner. |
