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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.
!
Managing Documents
FEATURE/CATEGORY
Grouping Documents
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IN ALL THREE
Users can group related documents together
DOCS OPEN 3.8
Users can group documents as Projects. Projects themselves can be grouped together into larger Projects. Projects that are part of larger projects are called Sub-Projects. ! Users can choose whether to share Projects or to keep them private.
! ! ! !
IMANAGE 5
!
WORLDDOX 8
Copy File Import/Export Archiving
Users can copy profiled documents. Offers users the ability to import unprofiled documents into the system. Documents can be archived
Copies document profile then places new document in Quick Retrieve window.
Allows users to import/export documents through
the File and Document menus respectively. Storage Management Module enables users to flag documents for deletion or archiving after a specified period of time or specified period of inactivity.
Archive Options
Backup Auto Compression File Deletion
! !
Allows load balancing. Offers substantial utilities for managing backups and many high-level management tools.
Users can create Public and Private Projects ! Users can group documents in Profile with sub-projects. Groups. ! Users can group documents as Related Documents. Document relations are onedirectional. When you relate Document B to Document A, B is related to A, but A does not display a relationship to B. ! Users can copy document and profile only or ! Copies document profile then places new can copy document and open. document in Favorite Files folder. ! Allows users to import through the File menu ! Relies upon Checkout/ Document Copy to and export through the Document menu. perform a File Import/Export. ! Contact the System Administrator to flag doc- ! Documents are stored on a dedicated network drive. uments for archive. ! Creates folders based on information ! The Roles feature assigns or limits access to ascertained from the document profile. some DMS functions, such as deleting docu- ! Employs a Library feature to create and ments. categorize subfolders. This also filters documents and subfolders. ! 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. storage and deletion. ! Saves disk space by compressing many files ! Maintains firm-wide standards with precision. into one archive unit file, allowing them to be viewed and extracted while compressed.
Sharing Documents
FEATURE/CATEGORY
Collaboration
IN ALL THREE
Shareable Projects Security
DOCS OPEN 3.8
!
IMANAGE 5 to create and group related doc- WORLDDOX 8 Allows users
Allows team members to share data across local and wide area networks as well as the Internet.
uments in electronic folders referred to as ! Users with necessary rights can share docuProjects . ments and folders on the network or via the ! Allows users to extend rights and permissions Internet. to user groups. ! Offers a method of relating documents by simply right clicking and dragging related documents into a dialog box. ! User can apply different security levels to the document: Private- User access/ edit only; Public- All user access/ edit; View- All users can view but only the original user can edit.
Security
FEATURE/CATEGORY
Security
IN ALL THREE
Individual Rights
DOCS OPEN 3.8
Administrators can create groups of users with different sets of default rights to documents and libraries. ! Security is enforced by both the network and SQL server validation. ! Prompts user if the document is currently in use. ! Allows a copy of a document in use to be opened.
!
! Three tiered architecture. ! The document passes through
IMANAGE 5
WORLDDOX 8
File level security is available and individual rights can be granted to specific documents. ! Preserves previous security settings and document information.
!
the Middle Tier which functions as a firewall so users have no rights to get in through a back door . ! Users have no actual connection to the server or SQL database, so the only access to documents from the file server occurs when documents are opened or closed. ! Prompts user if the document is currently in use. ! Allows a copy of a document in use to be opened.
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Document Information
FEATURE/CATEGORY
Document History Preview
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IN ALL THREE
Audit of transactions of activities All three allow quick view of documents
DOCS OPEN 3.8
Provides a log of every activity performed with a document or profile. ! Offers View from the Document Menu. ! Allows the user to copy, print or search through the document in View mode.
!
IMANAGE 5
Users can right click to display a full log of a documents use and activity. ! Provides users with Quick View from the Desktop. ! Quick View from the Menu allows users to print and perform other document functions. ! Allows the user to copy, print or search through the document in View mode.
!
WORLDDOX 8
All document transactions are fully audited by the system (File/Audit Trail). ! Allows users to view all types of documents through a series of On the Fly HTML Templates.
!
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 lock checked out documents so other users cannot work on these documents.
DOCS OPEN 3.8
Records a suggested return date and time. Administrator can un-flag checked out documents. ! 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, the document is stored in two locations: the network drive or current library and on the hard drive of the user PC. ! If the server is unavailable, documents that have been shadowed to a local drive are available to the user. ! Requires a separate module called Docs Unplugged. ! Powerful and customizable. ! Offers options as the Document Table is displayed.
! ! !
Accessing Local Drives
Can open unprofiled documents by selecting Native Application from the Quick Retrieve Window.
Can save unprofiled documents by canceling a save and allowing the application to save.
Permits locking to prevent other users from making changes. ! Users can choose to add the edited document as a version or overwrite the ! The table grid (document list) often requires a manprevious document. 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. checked back into the system. ! Users have the option of adding an edited document back into the system but continuing to lock the file. ! Users can choose to add the edited document back into the system as a new version, new document or replace original ! Users can delete document from diskette upon check-in. ! If the network is not available, users can con- ! Provides document redundancy by placing a copy of the user s documents on the local tinue to work on their documents off-line. user drive. ! Automatically detects network and prompts users to synchronize documents when the ! Allows users to work while disconnected from the network. system is again available. ! Includes synchronization of local documents with file server upon reconnecting to server. ! Users can log into the server remotely through ! Offers real time mirroring , automatically detecting when the workstation is a fully functional Remote Access Interface. disconnected from the network. ! When the Remote Access Interface is used in conjunction with the portable mode, users ! Provides seamless operation using a local mirror drive. can log off the network and still have local access to documents. ! Button Bar has icon that can display/hide ! Offers Local Open and Local Save from the Tree path. This allows you to access local File menu. drives. Records a suggested return date and time. User can un-flag a document if it is checked out by that user.
Web and E-mail Access
FEATURE/CATEGORY
Web Access
IN ALL THREE
DOCS OPEN 3.8
!
IMANAGE 5
Offers access to the internet from the iManage desktop. ! Web Client is a separate package.
!
WORLDDOX 8
!
The CyberDOCS add-on offers full document management functionality from a Web browser.
Web access is additional.
Mail Documents
Each supports Outlook, GroupWise and Lotus Notes
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Interface
FEATURE/CATEGORY
Interface
IN ALL THREE
DOCS OPEN 3.8
!
IMANAGE 5
!
WORLDDOX 8
Menus are fully customizable and can be created specifically for individual groups of users. ! Fully customizable screens, menus, forms and toolbars and built in Wizards. ! Administrators can create one or more menu systems and assign menus to individual users. ! Allows users to customize form field selection in profiles.
!
Interface Customization
The desktop offers easily accessible tabs to view documents by profile, versions and related documents. ! Administrator can set up multiple Profile ! Administrators have firm control over Entry and Search forms from which users can display options. choose when creating and searching for doc- ! Users can customize field display options for uments. their table grid view. ! Created the end user interface that has become the standard in the DMS industry.
Straightforward, simple and customizable design.
Migration From Earlier System
FEATURE/CATEGORY
Migration
IN ALL THREE
Can recognize document numbers of previous DMS
DOCS OPEN 3.8
Designed to make importing files singly or in batches easy. ! Administrators can retain old document numbers during migration, end users cannot. ! Able to import users along with previously assigned rights from either a Novell 4.1 or Windows NT network.
!
IMANAGE 5
Works well with regard to mass migrations. Works particularly well when migrating from DOCS Open and SoftSolutions. ! Document numbers can be retained by an administrator during migration.
! !
WORLDDOX 8
Built-in conversion tools to help firms migrate datasets and documents. ! Requires a skilled integrator, but no additional software costs. ! Recognizes existing document numbers. ! When converting from SoftSolutions, retains all of the key information in the existing SoftSolutions profile, including custom fields.
!
Administrative Functions
FEATURE/CATEGORY
Network Operating Systems
IN ALL THREE
Windows
DOCS OPEN 3.8
Windows NT and Novell. Windows NT is the preferred operating system. ! MS SQL 6.5. ! Three Tiered architecture, based on SQL technology.
! !
IMANAGE 5
Windows NT Client PCs: Windows 95, 98 or NT. TCP/IP connection to the server preferred. ! SQL ! Three Tiered client/server architecture. ! First tier: Actual documents, SQL database, full-text index. ! Second tier: DMS Server, iManage Network software, controls access to documents and services. ! Third tier: Client PCs.
! ! !
WORLDDOX 8
!
Any network, including Windows 95/98 peer to peer.
SQL Requirement Architecture
Dedicated Document Management 32 bit Multi-Tiered architecture
Distributed database does not require SQL. Two Tiered architecture. Coordinates document access through one or more proxies. ! Functions through the infrastructure of the local network not external networks.
! ! !
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Applications
FEATURE/CATEGORY
Integration
IN ALL THREE
Takes over file management functionality (Open, Save, Save As, Close)
DOCS OPEN 3.8
Addition of programs to workstations may require some manual changes to path variables and some tweaking of registry settings. ! Compatible with standard applications including, CompareRite and Full Authority.
!
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. ! Interfaces well with CompareRite, Full Authority and DocuComp.
!
WORLDDOX 8
!
LAW OFFICE COMPUTING
Utilizes features of a traditional file manager.
Third Party Applications
CompareRite Full Authority
Features multiple integration points with standard applications.
' 2000 Perfect Access, a division of Kaplan Educational Centers, Inc. Perfect Access is a software education and consulting company specializing in serving the needs of the legal community. Perfect Access can be reached at (212) 399-3080; Internet: www.perfectaccess.com; e-mail: [email protected].
