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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.
!

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

! Allows the user to copy. print or search through the document in View mode. User can un-flag a document if it is checked out by that user. checked back into the system. Web and E-mail Access FEATURE/CATEGORY Web Access IN ALL THREE DOCS OPEN 3. Administrator can un-flag checked out documents. print or search through the document in View mode. disconnected from the network. ! ! ! Accessing Local Drives Can open unprofiled documents by selecting Native Application from the Quick Retrieve Window. ! Includes synchronization of local documents with file server upon reconnecting to server. ! Users have the option of adding an edited document back into the system but continuing to lock the file. ! Requires a separate module called Docs Unplugged. GroupWise and Lotus Notes . user drive. ! Allows the user to copy. users ! Provides seamless operation using a local mirror drive. Web access is additional. Can save unprofiled documents by canceling a save and allowing the application to save. ! Users can choose to add the edited document as a version or overwrite the ! The table grid (document list) often requires a manprevious document. ! Offers View from the Document Menu. automatically detecting when the workstation is a fully functional Remote Access Interface. documents that have been shadowed to a local drive are available to the user. ! If the server is unavailable. Mail Documents Each supports Outlook. ! 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. ! Web Client is a separate package. ! Offers options as the Document Table is displayed. Records a suggested return date and time. ! 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. DOCS OPEN 3.8 Records a suggested return date and time. ! IMANAGE 5 Users can right click to display a full log of a documents use and activity. ! Users can log into the server remotely through ! Offers real time mirroring . ! If the network is not available. can log off the network and still have local access to documents. ! Powerful and customizable. 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. system is again available. ! Button Bar has icon that can display/hide ! Offers Local Open and Local Save from the Tree path. ! Provides users with Quick View from the Desktop. drives.! Provides document redundancy by placing a copy of the user s documents on the local tinue to work on their documents off-line.8 ! IMANAGE 5 Offers access to the internet from the iManage desktop. This allows you to access local File menu. ! Quick View from the Menu allows users to print and perform other document functions.8 Provides a log of every activity performed with a document or profile. the document is stored in two locations: the network drive or current library and on the hard drive of the user PC. Permits locking to prevent other users from making changes. ! WORLDDOX 8 ! The CyberDOCS add-on offers full document management functionality from a Web browser. Users can lock checked out documents so other users cannot work on these documents. ! Automatically detects network and prompts users to synchronize documents when the ! Allows users to work while disconnected from the network. ! 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. ! Allows users to view all types of documents through a series of On the Fly HTML Templates. ! Users can choose to add the edited document back into the system as a new version. ! WORLDDOX 8 All document transactions are fully audited by the system (File/Audit Trail). users can con.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.

Internet: www. 98 or NT. Perfect Access is a software education and consulting company specializing in serving the needs of the legal community.perfectaccess. full-text index. ! Second tier: DMS Server. ! Created the end user interface that has become the standard in the DMS industry. ! Three Tiered architecture. ! Document numbers can be retained by an administrator during migration.1 or Windows NT network. TCP/IP connection to the server preferred. ! MS SQL 6. ! SQL ! Three Tiered client/server architecture. ! ! IMANAGE 5 Windows NT Client PCs: Windows 95. ! Compatible with standard applications including. ! Able to import users along with previously assigned rights from either a Novell 4.8 Addition of programs to workstations may require some manual changes to path variables and some tweaking of registry settings. Perfect Access can be reached at (212) 399-3080. Windows NT is the preferred operating system. menus. Save. ! Functions through the infrastructure of the local network not external networks. ! WORLDDOX 8 ! LAW OFFICE COMPUTING Utilizes features of a traditional file manager. ! Recognizes existing document numbers. ! When converting from SoftSolutions. Migration From Earlier System FEATURE/CATEGORY Migration IN ALL THREE Can recognize document numbers of previous DMS DOCS OPEN 3. but no additional software costs. ! Administrative Functions FEATURE/CATEGORY Network Operating Systems IN ALL THREE Windows DOCS OPEN 3. iManage Network software. e-mail: info@perfectaccess. ! IMANAGE 5 Works well with regard to mass migrations.8 Windows NT and Novell. ! Fully customizable screens. ! ! WORLDDOX 8 Built-in conversion tools to help firms migrate datasets and documents. Save As. ! ! ! April/May 2000 Applications FEATURE/CATEGORY Integration IN ALL THREE Takes over file management functionality (Open. end users cannot. forms and toolbars and built in Wizards. ! Administrators can create one or more menu systems and assign menus to individual users. retains all of the key information in the existing SoftSolutions profile.82 Interface FEATURE/CATEGORY Interface IN ALL THREE DOCS OPEN 3. CompareRite and Full Authority. Two Tiered architecture. ! Administrator can set up multiple Profile ! Administrators have firm control over Entry and Search forms from which users can display options. SQL Requirement Architecture Dedicated Document Management 32 bit Multi-Tiered architecture Distributed database does not require SQL. ! Interface Customization The desktop offers easily accessible tabs to view documents by profile. ! Allows users to customize form field selection in profiles. Works particularly well when migrating from DOCS Open and SoftSolutions. based on SQL technology. versions and related documents. Close) DOCS OPEN 3. Coordinates document access through one or more proxies. ! ! ! WORLDDOX 8 ! Any network. controls access to documents and services. ! Administrators can retain old document numbers during migration. simple and customizable design. Inc. including Windows 95/98 peer to peer.com.5.! Users can customize field display options for uments. ! Requires a skilled integrator. ! Third tier: Client PCs. their table grid view. choose when creating and searching for doc. Third Party Applications CompareRite Full Authority ! Features multiple integration points with standard applications. ! First tier: Actual documents. including custom fields.8 ! IMANAGE 5 ! WORLDDOX 8 Menus are fully customizable and can be created specifically for individual groups of users. a division of Kaplan Educational Centers. Full Authority and DocuComp. SQL database. ! 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. ' 2000 Perfect Access. ! Interfaces well with CompareRite. Straightforward.com.8 Designed to make importing files singly or in batches easy. .