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Guest article: Howard Kennedy goes mobile with DMS

Mat Sutton, head of IT at Howard Kennedy, discusses the firm's use of a Worldox DMS and its move into mobile working…

Since 2000, our firm has used the Worldox document management system from World Software and it has performed very well for us throughout the past decade – with nearly 250 Worldox licenses, we are one of their largest sites in Europe.

However, there has been a growing trend for lawyers wanting to work from home or remotely when travelling on business, including the need to access their documents. Worldox/Web Mobile, which is the DMS’s online interface that operates over an internet connection, helps us meet this demand. We updated Worldox/Web Mobile to the latest available version as part of our infrastructure virtualisation project in 2008. The interface is extremely similar to that of the Worldox desktop product, so the training aspect is very light. Approximately 60% of our fee earning user base currently benefits from the availability of Worldox/Web Mobile system.

Though based in London, Howard Kennedy has clients all over the world. When our lawyers work from home or travel abroad for client visits and meetings, they can easily access documents via Worldox/Web Mobile, regardless of time differences.
 Any computer with a web connection can bring up Worldox/Web Mobile. Clearly, this is extremely convenient and helps maintain productivity. Access to documents can sometimes make the difference between a successful meeting and happy client or the opposite, so 24/7 availability of documents is critically important. 

From an IT perspective, Worldox/Web Mobile was straightforward to install, and is easy to maintain. Because of the way Worldox/Web Mobile is designed with challenge/response authentication and HTTPS protocols there is a high level of security protecting our documents. We rarely have any Worldox issues for the DMS or the web product. Having products on the system that just work like Worldox and Worldox/Web Mobile is valuable, because they don’t require manpower for troubleshooting purposes.

Worldox/Web Mobile is a good solution for Howard Kennedy for a number of reasons. First, its operating cost is very low, which is appreciated by everyone at the firm. Second, it is extremely reliable and rarely goes offline. It is a constant resource that we can count on. Third, there is very low training overhead because the interface is so similar to that of Worldox.