Worldox vs. eDocs – A Document Management System Comparison

Technology has made it easy for law firms to move to a paperless or paper lite environment while also ensuring that their data and documents are well-secured. This is accomplished through the use of a document management system (DMS).

A Document Management System is a software platform that will store and help law firm organize and manage documents.

There are a lot of DMS options to choose from, too. So many, in fact, that it can be overwhelming to find the right one. In this post, we’re going to do a side-by-side comparison of two document management applications in particular:

Worldox vs. eDocs

Our goal is that this article will help you understand the features offered by each, how they may affect your law firm, and hopefully help you think about exactly what your law firm actually needs.

Before we compare Worldox vs. eDocs, let’s first discuss some key points you should keep in mind when you’re doing your research:

  • Actual DMS or just cloud storage? First, identify whether you need a true Document Management System, or just basic cloud storage. Neither is “right” or “wrong,” rather it comes down to the specific needs of your firm. Do you need version management? Full-text search? Tagging capabilities? Understand these requirements before you start looking at solutions.
  • Organization of the documents and data. How the documents and data are organized is important. When you’re weighing your options, you’ll want to consider whether the organization of the information makes sense for your law firm. And if it doesn’t make sense, do you have the option to customize it? If it is customizable, does the new customization apply to all users or can each user customize their own experience? We recommend implementing a solution that organizes data by matter.
  • Program integration. A DMS application works best when it can work with your other programs. At the very least, your DMS choice should integrate with Microsoft Office and Outlook. Also, check to see if it integrates with other legal programs. The more integration there is, the better overall experience you’re likely to have.
  • Does the program offer OCR for searching? OCR, optical character recognition, is the best type of search for law firm documents and data. Users can search on any word, phrase, name, number, and the likes. The DMS will do more than look at metadata (such as the name of the file, the author, etc.,) and tags. It will read the documents and return all documents that have the search criteria anywhere as part of the document.
  • User friendly. A document management system won’t do your law firm any good if it’s too difficult for people to use. Look for an option that is easy to learn and easy to use.
  • Data migration. Your documents and files must be placed inside of the DMS. It’s important that you know how the data will get there. Do you have to import it on your own? Will the company do it for you? If the company offers data migration, does it come with an extra fee?

With those thinking points in mind, let’s get our comparison of Worldox vs. eDocs started.

Brief Overview of Worldox

Worldox is what we call a generalist DMS. That means: it’s used across many industries, including the financial industry and the legal industry. They have several versions of Worldox. The version you would choose for your law firm depends primarily on what you need. For example, Worldox Enterprise allows businesses with offices around the nation to have a centralized DMS. Regardless of where the offices and employees are located, they can all access the same documents and data. Worldox also integrates with Office 365, ProLaw, and PCLaw.

Documents are organized into a worklist or as a project. Users can apply tags at any time to help them search and find what they need. The search function works on documents, data, emails, and metadata. Permissions can be set for each users to ensure that they have access only to what they need. Users can also set-up their own tabs to organize their data.

Worldox also has a check-in and check-out feature. With this feature, a user can check-out a document to make changes. Other uses can access a read-only version of the same document until the other document is checked-in.

Brief Overview of eDocs

eDocs is another generalist DMS. It can be installed and operated from an on-premise server or from a cloud. Different permissions can be set to ensure that users have access to what they need, when they need it.

eDocs, today owned by the company OpenText, was once called Hummingbird (so if you hear that name—know that the application formerly known as Hummingbird is eDocs).

What We Like about Worldox

We like that Worldox integrates with Office 365 since not many DMS options do. It also integrates with Outlook. When using Worldox with Outlook, profiles can be stablished to automatically categorize emails and their attachments.

We also like that Worldox allows projects (or worklists) to be shared regardless of office location. For example, if your law firm has three separate offices scattered throughout the state, nation, or world, employees can still work together on projects.

The interface is user friendly. If you know how to get around in Windows Explorer, you’ll have very little problems using Worldox’s interface. It’s also easy to customize the look and feel of the interface for each user.

The check-out and check-in feature is often useful for law firms. It’s a great tool that allows everyone to see a document that is checked out, but also minimizes the likelihood that you’ll end up with several versions of the same document.

What We Like about eDocs

eDocs has a filtered search function. This makes it easier for users to find what they need. eDocs also allows each user to customize their user experience by changing the interface to better suit their needs.

The Verdict

Between the two DMS systems, both of which are generalist applications that aren’t designed solely to meet the needs of a law firm, we would recommend Worldox. However, Worldox can also be fairly pricey. Before you fully commit to Worldox, eDocs, or any other DMS system, do your research. It’s important to find the one that will best fit the needs of your law firm at a price you can afford.

Take a Look at LexWorklace

Both NetDocuments and iManage are capable platforms. But if you’re looking for modern document management software that was born in the cloud and built for law firms, take a look at LexWorkplace.

LexWorkplaceprovides matter-centric document and email management, enabling your law firm to go paperless, get organized and work anywhere.

Learn more about LexWorkplace.

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