LAW OFFICE COMPUTING April/May 2000 79

Comparative Analysis of DMS Features
Feature-by-Feature Analysis of the Three Leading Document Management Systems DOCS Open, iManage and WORLDOX By The Training And Support Staff Of Perfect Access, a Kaplan Professional Company
It is impossible to imagine efficient document production in a large law firm without the help of a robust document management system. These programs, which require users to fill in searchable, consistent information when they save documents for the first time, make it possible to find that otherwise elusive letter from attorney A to client B that attorney X wishes to use. Enhanced by the ability to search the full text of a document, to save different versions, to establish document security, these programs are as necessary to document sharing as word processing programs are to document production. The following table compares the most important document management features in three leading document management programs: DOCS Open 3.8, iManage 5 and WORLDOX 8. In the table below, the first column identifies a broad feature category and the second lists the features that all three document management programs share. The next three columns list the features specific to each document management system.

Document Searching
FEATURE/CATEGORY
Search Capabilities

IN ALL THREE
Allows Profile Search Allows Search of Full Text Searchable Comments Searches can be saved and re-used Wildcards allowed in searches Searches can be filtered Allows individual date and date range searches

DOCS OPEN 3.8
Users can easily perform QBE searches and full-text searches from the same dialog box. ! Search speed depends upon server power and the search engine. ! Provides high-end search functions. ! Provides stem searching for a specified word along with its various forms. ! Allows Boolean operators in a search.
!

IMANAGE 5
Offers a full profile field search and full text search. ! Allows Boolean operators in a search. ! Searches can be saved and rerun at any time. ! The Search History feature provides users with access to all searches performed during a work session. ! Saved searches can be made public or private. ! Displays the last 40 document numbers in the Worklist.
!

WORLDDOX 8
From the optional Quick Pick dialog box, search for a document on any profile field, perform a QBE or full-text search, and list favorite files and folders. ! Searches can be saved and retrieved as Find Templates.
!

Document Lists

Document Comments

On Open command from word processor, displays list of documents users have recently edited. Searchable field in document profile

!

Displays the last 30 documents in a Quick Retrieve Screen. Can store up to 254 characters in the comment field.

!

Displays the last 20 documents in Favorite Files. Can store up to 5,000 characters in the comment field.

!

Can store up to 8,000 characters in the comment field. ! User access to the comment field varies.
!

!

Saving Documents
FEATURE/CATEGORY
Profiling

IN ALL THREE
Back End Profiling is enabled.

DOCS OPEN 3.8
Form Selection allows administrators to set up multiple Profile Entry forms from which users can choose. ! Macros can be created to force Front End profiling but is not recommended. ! Version Tracking stores up to 99 major versions. ! Administrators can enable creation of subverions, allowing up to 26 versions of each document version. ! Latest version is displayed in recently edited list.
!

IMANAGE 5
! !

WORLDDOX 8
Uses Back End profiling by default. System administrators can customize for Front End profiling. ! Profile groups with different form fields.
! !

Allows for full form customization Front or Back End profiling.

Version Control

Users can save different versions of the same document number, primarily for purposes of comparing documents.

The Version Option is available every time a document is checked in, or when users select save, save as, close, or exit from an integrated application. ! Offers complete version control and tracking for documents. ! Versions are included in the Worklist as separate entries.
!

Supports version control, allowing users to assign a version number to a document with a currently assigned document number. ! Allows document tracking with versions.
!

8 ! ! IMANAGE 5 to create and group related doc.All user access/ edit. document in Favorite Files folder. Archive Options Backup Auto Compression File Deletion ! ! Allows load balancing. ! Creates folders based on information ! The Roles feature assigns or limits access to ascertained from the document profile. ! Preserves previous security settings and document information. Document relations are onedirectional. Documents can be archived Copies document profile then places new document in Quick Retrieve window. into one archive unit file. such as deleting docu. LAW OFFICE COMPUTING . ! Users can copy document and profile only or ! Copies document profile then places new can copy document and open. View. ! The Roles function allows administrators to ! Offers unique option of archiving files in the assign and limit rights to users with regard to industry standard PKZIP format.8 Users can group documents as Projects.WORLDDOX 8 Allows users Allows team members to share data across local and wide area networks as well as the Internet. Offers users the ability to import unprofiled documents into the system. Projects themselves can be grouped together into larger Projects. uments for archive.8 Administrators can create groups of users with different sets of default rights to documents and libraries. Sharing Documents FEATURE/CATEGORY Collaboration IN ALL THREE Shareable Projects Security DOCS OPEN 3. ! Saves disk space by compressing many files ! Maintains firm-wide standards with precision. Users can create Public and Private Projects ! Users can group documents in Profile with sub-projects. categorize subfolders. Security FEATURE/CATEGORY Security IN ALL THREE Individual Rights DOCS OPEN 3. so the only access to documents from the file server occurs when documents are opened or closed. ! Security is enforced by both the network and SQL server validation. but A does not display a relationship to B. ! Users can group documents as Related Documents. B is related to A.All users can view but only the original user can edit.Managing Documents FEATURE/CATEGORY Grouping Documents 80 April/May 2000 IN ALL THREE Users can group related documents together DOCS OPEN 3. ! User can apply different security levels to the document: Private. uments in electronic folders referred to as ! Users with necessary rights can share docuProjects . allowing them to be viewed and extracted while compressed. ! The document passes through IMANAGE 5 WORLDDOX 8 File level security is available and individual rights can be granted to specific documents. ! Users have no actual connection to the server or SQL database.User access/ edit only. Projects that are part of larger projects are called Sub-Projects. ! Users can choose whether to share Projects or to keep them private.! Documents are stored on a dedicated network drive. ! Allows a copy of a document in use to be opened. This also filters documents and subfolders. to user groups. When you relate Document B to Document A. ! Prompts user if the document is currently in use. ! Contact the System Administrator to flag doc. Storage Management Module enables users to flag documents for deletion or archiving after a specified period of time or specified period of inactivity. ! Offers a method of relating documents by simply right clicking and dragging related documents into a dialog box. Offers substantial utilities for managing backups and many high-level management tools. some DMS functions. storage and deletion. ! Allows users to import through the File menu ! Relies upon Checkout/ Document Copy to and export through the Document menu. ! the Middle Tier which functions as a firewall so users have no rights to get in through a back door . ! ! ! ! IMANAGE 5 ! WORLDDOX 8 Copy File Import/Export Archiving Users can copy profiled documents. ! Allows a copy of a document in use to be opened. Allows users to import/export documents through the File and Document menus respectively. ! ! Three tiered architecture. ments and folders on the network or via the ! Allows users to extend rights and permissions Internet. Public. perform a File Import/Export.! Employs a Library feature to create and ments. ! Prompts user if the document is currently in use. Groups.

Administrator can un-flag checked out documents. ual refresh (update) in order to ensure the correct ! Users can profile a document before it is display of a document s Checked Out/In status. Web access is additional. system is again available. ! ! ! Accessing Local Drives Can open unprofiled documents by selecting Native Application from the Quick Retrieve Window. ! Quick View from the Menu allows users to print and perform other document functions. ! Powerful and customizable. DOCS OPEN 3. checked back into the system. ! If the server is unavailable. Users can lock checked out documents so other users cannot work on these documents. print or search through the document in View mode. ! Working Off-line FEATURE/CATEGORY Check Out/In IN ALL THREE Users have ability to check out documents to work remotely and to check these documents back into the network. users can con. ! Automatically detects network and prompts users to synchronize documents when the ! Allows users to work while disconnected from the network. ! Users have the option of adding an edited document back into the system but continuing to lock the file. ! IMANAGE 5 Users can right click to display a full log of a documents use and activity. ! Requires a separate module called Docs Unplugged. Web and E-mail Access FEATURE/CATEGORY Web Access IN ALL THREE DOCS OPEN 3. ! Includes synchronization of local documents with file server upon reconnecting to server.8 ! IMANAGE 5 Offers access to the internet from the iManage desktop. ! Offers options as the Document Table is displayed.8 Records a suggested return date and time. GroupWise and Lotus Notes . User can un-flag a document if it is checked out by that user. ! Web Client is a separate package. This allows you to access local File menu. Permits locking to prevent other users from making changes. ! Provides users with Quick View from the Desktop. documents that have been shadowed to a local drive are available to the user. ! WORLDDOX 8 All document transactions are fully audited by the system (File/Audit Trail). ! When the Remote Access Interface is used in conjunction with the portable mode. new document or replace original ! Users can delete document from diskette upon check-in. user drive. Can save unprofiled documents by canceling a save and allowing the application to save. ! Ability to check out document (lock it) or just copy ! Can check-in without copying back from local disk ! ! IMANAGE 5 ! ! WORLDDOX 8 ! Document Access Off-line Portable Mode Autosave to local drive allows users to work on documents when server is down Remote Use Portable Mode When users save a document. ! Button Bar has icon that can display/hide ! Offers Local Open and Local Save from the Tree path. ! Users can choose to add the edited document as a version or overwrite the ! The table grid (document list) often requires a manprevious document. disconnected from the network. ! Allows the user to copy. Records a suggested return date and time. print or search through the document in View mode. users ! Provides seamless operation using a local mirror drive. ! Users can choose to add the edited document back into the system as a new version. ! Users can log into the server remotely through ! Offers real time mirroring . ! Offers View from the Document Menu. ! WORLDDOX 8 ! The CyberDOCS add-on offers full document management functionality from a Web browser. ! Allows users to view all types of documents through a series of On the Fly HTML Templates. Mail Documents Each supports Outlook. the document is stored in two locations: the network drive or current library and on the hard drive of the user PC. automatically detecting when the workstation is a fully functional Remote Access Interface. ! If the network is not available. can log off the network and still have local access to documents.! Provides document redundancy by placing a copy of the user s documents on the local tinue to work on their documents off-line. drives. ! Allows the user to copy.8 Provides a log of every activity performed with a document or profile.Document Information FEATURE/CATEGORY Document History Preview LAW OFFICE COMPUTING April/May 2000 81 IN ALL THREE Audit of transactions of activities All three allow quick view of documents DOCS OPEN 3.

! Allows users to customize form field selection in profiles. their table grid view. but no additional software costs. ! Three Tiered architecture. ! SQL ! Three Tiered client/server architecture.1 or Windows NT network. ! IMANAGE 5 Provides a non-integrated mode for applications not normally supported and allows these documents to be checked into and out of the system. versions and related documents. based on SQL technology. ! Interfaces well with CompareRite. ! WORLDDOX 8 ! LAW OFFICE COMPUTING Utilizes features of a traditional file manager. ! Fully customizable screens. Migration From Earlier System FEATURE/CATEGORY Migration IN ALL THREE Can recognize document numbers of previous DMS DOCS OPEN 3. ! Created the end user interface that has become the standard in the DMS industry.com. SQL database. ! Compatible with standard applications including. TCP/IP connection to the server preferred.8 Designed to make importing files singly or in batches easy.5.8 Windows NT and Novell. retains all of the key information in the existing SoftSolutions profile.8 ! IMANAGE 5 ! WORLDDOX 8 Menus are fully customizable and can be created specifically for individual groups of users. ! Recognizes existing document numbers. end users cannot. ! ! IMANAGE 5 Windows NT Client PCs: Windows 95. ! IMANAGE 5 Works well with regard to mass migrations. including Windows 95/98 peer to peer. ! ! WORLDDOX 8 Built-in conversion tools to help firms migrate datasets and documents. SQL Requirement Architecture Dedicated Document Management 32 bit Multi-Tiered architecture Distributed database does not require SQL. ! Document numbers can be retained by an administrator during migration. choose when creating and searching for doc. Inc. ! MS SQL 6. menus. forms and toolbars and built in Wizards. ! First tier: Actual documents.com. Works particularly well when migrating from DOCS Open and SoftSolutions. ! Requires a skilled integrator. simple and customizable design. controls access to documents and services. Perfect Access is a software education and consulting company specializing in serving the needs of the legal community. ! Third tier: Client PCs. Straightforward. ! Administrator can set up multiple Profile ! Administrators have firm control over Entry and Search forms from which users can display options. . ! Functions through the infrastructure of the local network not external networks. ! Administrators can create one or more menu systems and assign menus to individual users. Save As. ! ! ! WORLDDOX 8 ! Any network. 98 or NT. ! Second tier: DMS Server. including custom fields. full-text index. CompareRite and Full Authority.perfectaccess. Two Tiered architecture. ! Able to import users along with previously assigned rights from either a Novell 4. ! Administrative Functions FEATURE/CATEGORY Network Operating Systems IN ALL THREE Windows DOCS OPEN 3. Third Party Applications CompareRite Full Authority ! Features multiple integration points with standard applications. e-mail: info@perfectaccess. ! ! ! April/May 2000 Applications FEATURE/CATEGORY Integration IN ALL THREE Takes over file management functionality (Open. ! Administrators can retain old document numbers during migration. Full Authority and DocuComp. ! When converting from SoftSolutions. Close) DOCS OPEN 3.! Users can customize field display options for uments. Perfect Access can be reached at (212) 399-3080.8 Addition of programs to workstations may require some manual changes to path variables and some tweaking of registry settings. Coordinates document access through one or more proxies. Internet: www. a division of Kaplan Educational Centers. ! Interface Customization The desktop offers easily accessible tabs to view documents by profile. iManage Network software. Windows NT is the preferred operating system.82 Interface FEATURE/CATEGORY Interface IN ALL THREE DOCS OPEN 3. Save. ' 2000 Perfect Access.

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