It is generally a good idea to review your system every couple of years or so (although most people don’t bother). When reviewing a Worldox system, you want to keep in mind the two main goals of a document management system:
• First, to organize all your electronic files – documents, emails, scanned documents, outside files (document production, etc.) into one place so that everything is searchable and all the relevant people have access to all the documents in a given case. This is the infrastructure of your system.
• Second, to organize and systematize your workflow and ease of use so as to increase productivity and decrease user error.
In reviewing your infrastructure, be sure to look at the following items:
• Are all users putting their email into Worldox? Given the volume of email, this is critical in order for all users working on a case to have access to all emails regarding that case. It will also relieve the pressure on your Exchange system. Worldox can full-text index any attachments to emails, so those become searchable as well.
• Are all your PDFs text searchable? Again, this is critical in order to be able to locate any document on this system. For many firms, this is not the case, especially for older documents. The firm will need a third-party program such as Symphony to make sure all PDFs are OCR’d and text searchable.
• Are your scanned documents being automatically saved to the system or do you have to go through some elaborate process of scanning to email?
• Are documents that come in to the firm from clients or document production being saved to Worldox? With GX4 it is possible to bulk import documents from a production or other sources into Worldox.
• Are there items or configurations that no longer work well, are leftovers from previous practices that have been discarded, that nobody uses, etc. You might be able to streamline your system by getting rid of these.
Productivity / Ease of Use.
There are a number of ways that people can increase their productivity / ease of use:
• Create bookmarks (just like in a browser). This can greatly simplify searches and save several clicks every time you need to locate a file.
• In GX4 create a “My Favorites” bookmark and tag the documents you use repeatedly (forms, boilerplate, spreadsheets, etc.). This way all the documents you need every day are available at one click.
• For firms that frequently need to generate table of contents type documents (Exhibit Lists, Closing Binders, etc.), set up a “Projects” folder to store these lists (“Projects”).
• Create a “forms bank” for commonly used forms. This also ensures that the firms work product will be standardized on the best language for a given situation.
There are a number of other items that a more detailed review would consider, but these should be high on your list of topics when considering a system review.