Advantages of a

Document Management SolutionOver the Windows Folder

Technology 2012Reprinted with the permission of the Chicago Lawyer Magazine®

In my experience, these are the top two ad-vantages of utilizing a document managementsolution (DMS) over simply storing docu-

ments in a traditional Windows folder structure:

1. the ability to quickly find documents

2. the ability to manage and secure documentsWindows may be fine for a one-person shop.Perhaps you’re able to save and store filesconsistently, so they can be easily found. Thatsimple Windows approach becomes less vi-able with additional users. It is in the multi-user environment – with large documentssets, requiring consistent file-handling work-flows and tools – where a DMS really shines.

The difference is improved access and control:

Consistent, firm-wide conventions for saving documentsWith a DMS, you create a special form used tosave files. This form uses fields tailored to yourfirm’s business, fields such as Client, Matter,Doctype, and Author. In a DMS, saving is alsoprofiling, which elicits correct, necessary infor-mation about documents. This greatly reducesentry errors.

Validated inputEach field in the above-mentioned form offers pre-populated, “validated” choices. Thatmeans fewer errors and spelling variations, anda standardized way to classify, store and findsimilar files.

Fast searching, including full text searchDocuments are “indexed” in a DMS, enablingfast, flexible searching. You can search for sin-gle or multiple keywords in file names or in

text. You can also search by key identifiers usedto profile documents as they are saved – whichis where the real power of enhanced DMSsearch tools comes in.

Matter-centric foldersAnother great advantage in DMS is the abilityto create a logical folder structure, consistentwith how you actually work. Everything is de-termined by the fields used on the original pro-file form. The net effect is, all files saved for aparticular client and matter reside in a uniquefolder. This same profile form is also used forsaving emails, scanned files, graphics and audioclips. So every file relating to one matter endsup saved in the same physical location.

Built-in document viewersBuilt-in viewers in a DMS enable viewing andpreviewing all those different file types withoutopening documents, without the need to havesource applications installed. (Note: Worldoxviewers support over 300 file formats, and offer use-ful tools, such as the ability to cut and paste textfrom the viewer to utilize in other documents.)

Document Security & ComplianceThis consistency of file naming and storage en-ables targeted security. The Worldox “EthicalWall” feature is a great example, giving you ademonstrable, audit-worthy way to managesensitive files, so only those who need to seesuch documents can see them. Built-in legalhold, archive and deletion rules offer additionalways to secure documents and comply withregulations. Worldox also includes advancedaudit trail features that track file movements –who accessed files and when, and what hap-pened to those files.

Offline operationsWhile networks are fairly reliable these days, aDMS can also be set to “shadow “ (mirror) apredetermined time range of documents to alocal shadow directory, allowing work to bedone offline in case of network outages occur.

Collaboration and version integrityAs you open documents in a DMS, those filesare automatically locked to prevent simultane-ous changes from other users. Modified filescan also be versioned and annotated, to archivea clear history of revisions.

SummaryA DMS can protect and preserve your firm’smost valuable property (documents, emails, im-ages), while enabling fast search and facilitatingsafe collaboration. Even better, a DMS stan-dardizes document related workflows, makingit easy to train existing users and new hires.

Mr. Zwiefelhofer has over twenty years experiencewithin the technology and legal services market, of-fering professional, consulting, technology manage-ment and product solutions with an emphasis onAMLAW 250 & Fortune 500. Having founded andserved both President/CEO/CIO positions at soft-ware solutions startups and CTO at a fortune 500company. Prior to joining World Software Ray wasthe Founder/CEO for nQueue a Global cost recov-ery company where he patented and spearheadedthe change from a hardware based to softwarebased cost recovery model. Prior companies include,Thomas Kinkade Network, Bowne, Imagineer,Eq-uitrac and Diebold.

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