A common truism about Microsoft Word is that 80% of the users use only 20% of the features. Of course, they don’t all use the same 20%. In addition, when a firm needs one of the advanced features, they tend to need it very much. The same is true of Worldox. There are a number of advanced features that most firms don’t use, but then a firm needs one of these features, it becomes extremely important. Here are a couple of them.
Worldox lets users with appropriate rights mark documents in a given matter for a Legal Hold. Documents marked for Legal Hold are moved to an archive directory where they can be searched and viewed, but not edited. The process is manual, you cannot automatically set all documents for a given matter to be moved to a Legal Hold. New documents must also be manually added as they come in. You can have one Legal Hold for a given matter.
Archiving old documents is not the issue it used to be before storage costs dropped to next to nothing. However, many firms want to archive or delete old documents just to reduce clutter. Worldox can be set to archive or delete specified document types [matters] after a given period of time ranging from 1 week to 64 years. This can be done manually or automatically by the indexer. You can also archive, for example, an entire matter to a CD or backup drive. If you plug a flash drive in to your computer, you can copy files (all the files for a given client or matter for example) to the flash drive by right-clicking and selecting “Send To.”