Worldox pretty much runs itself, especially for smaller firms. However, there are several ongoing tasks that a firm can assign to a firm admin or designated tech savvy paralegal that will streamline your system and make it even easier to use.
Closed Files. When a firm closes a file, it does not automatically disappear from Worldox. Over time, a firm’s closed files can clutter up the client list for no good reason. As part of the process of closing a file, therefore, or perhaps a certain time after a file has been closed, a firm can mark a file “inactive,” which means that the files will still be available if necessary but the relevant matters will not initially show up on the client/matter lists.
One or two users should be given rights to do this. When you begin a search, there will be three buttons: “Add, Edit, Delete”. Click on Edit. You will see two options: Active and Inactive. Simply mark the file “Inactive.” Normally, when you do a search, you see options for “Active Only”. But if you click on “Show All” or “Inactive Only” you can see and search for the inactive files as well. This is a simple way to prevent clutter (and keep users from saving files to inactive accounts by mistake).
Salvage Bin. Most firms set their “Delete” options so that files cannot actually be deleted, but instead moved to the Salvage Bin (the Worldox equivalent of the Windows Recycle Bin). There are two main reasons for doing this: First, it avoids the “oh, damn, I didn’t mean to do that” reaction a few milliseconds after hitting the “Delete” key. Second, it prevents any malcontented employees from actually deleting files.
However, like the Windows Recycle Bin, the Salvage Bin can get out of hand if it is not managed. This can be done manually or can be automated. The simplest thing to do is to set the Indexer to Purge the Salvage Bin at some intervals. For example, you might set it to purge files that were deleted over two months ago on a weekly basis. This leaves leeway for the case where someone suddenly realizes that they actually need that file they deleted a month ago.
You can also run a purge manually from the Admin program, or, if you have rights, purge specific files listed in the Salvage Bin under each Cabinet.
Archiving. In these days of gigantic hard drives, saving disk space is no longer a primary reason to archive documents. The main reason for larger firms to archive is to speed up response time for searches and rebuilding the indexes. But in order to do this, you need to set up the archive to a different disk drive, so that it will be built to a separate index. You will need to work with a consultant to set up the configuration that best meets your needs.