When people used to think about document management solutions (or DMS), two things were true:

• Only large firms could afford one,  and an internal IT department was required to manage it;
• It tracked word processing documents exclusively.

No more – there are a wide range of affordable solutions for firms of all sizes, even those consisting of a solo practitioner.  And a “document” can be any electronic file produced by a word processor, a spreadsheet, a Power Point presentation, photos, drawings, scanned images, even e-mail messages.

 This article will look at two software applications that provide DMS solutions:  Time Matters by LexisNexis and Worldox by World Software Corporation.  Both have several features in common:

• Track documents (as they are now defined), with rules that help build a file folder structure, based on a user’s criteria
• Place documents in that structure, either by user’s choice, or by creating rules that auto-name a document that was created or scanned
• Document records allow more than one user to access a document, supporting a “one document/multiple access” approach.  This reduces redundancy and the overall cost of administering documents
• Create indices based on keywords, and have search features that help a user quickly find documents
• Link documents to projects, clients, cases, document types, under criteria set up by a user
• Track versions of documents

Then, what are the differences?

•  Time Matters is an Open system – that is, a system that gives the user a choice as to whether or not to save the document within its structure. 
• In addition to tracking documents, Time Matters also provides document generation features – the ability to take information from other records and merge it into document templates.
• Worldox, on the other hand, is a Closed system – that is, a system that requires every document (as they are now defined) to be included in this organizational structure.  We can equate the program’s function to that of a gatekeeper, ensuring every document is filed within its structure.
• Because of its powerful organizational capability, Worldox can impose security to ensure that if  users are not allowed to see a document within the program, they cannot bypass it and try to see it through Windows Explorer or by other means.

Eastern Legal Systems is proud to announce that Monica D’Amore and Dana Riel join Andrea Prigot in now holding full certification for the Worldox application, in addition to curent certifications in Time Matters.  Any one of us would be glad to outline the strengths and advantages of these programs, both individually and collectively, through the Time Matters-Worldox link.  You may not have a paperless office – but you can have a “paper-less” office.  Call us at 877-ELS-0555 to fulfill your New Year’s resolution.

Dana Riel

Dana Riel is President and Founder of Business Solutions, Inc., serving the Washington, D.C. metropolitan area since 1985. Her firm is the authorized training center for the region for Time Matters and PCLaw by PCLaw|Time Matters, PLLC; Timeslips and Sage 50 Accounting by Sage Software; and QuickBooks by Intuit Corporation. She also serves as a consultant for Caret Legal (formerly known as Zola Suite), CosmoLex, Soluno & TimeSolv.  As a trainer, Dana has provided training services to organizations such as the DOD Defense Logistics Agency, Judge Advocate General’s Office (JAG)/Department of the Navy, University of the District of Columbia School of Law, U.S. Department of Commerce and the U.S. Department of Veterans Affairs, as well as with small‐ to mid‐size law firms in the Baltimore‐Washington D.C. area. In 2009, she participated in the series of day‐long seminars sponsored by the District of Columbia Bar Association Practice Management Section, titled “Basic Training: Learn About Running a Law Office”. Ms. Riel also served as an Adjunct Professor in Georgetown University’s Paralegal Studies Program, having taught the course, “Legal Ethics/Legal Technology” in 2009; and “Legal Technology” for the Spring and Summer Semesters of 2010. She presently serves on the Advisory Board for PCLaw|Time Matters, PLLC.