Now that the end of the year is upon us it, is a good time to consider some house cleaning when it comes to our document management system. Archiving and maintaining your Worldox tables and files is an important part of managing Worldox. World Software has developed some comprehensive tools to assist with the end of year cleanup. These tools range from built in archiving ability and document retention policies to an automated bulk archive tool that will archive based on many different parameters such as a matter closed date.
Why should you archive your files or clean up your client matter tables annually? Archiving your files will help you maintain a healthy lean environment for many years to come. When you archive your files, you are moving them out of the production database, which will help keep only the most recent or relevant files in a matter file list, cutting down on the time it takes to navigate to and locate a relevant file.
Maintaining your client matter table is another large component of year end maintenance that can often go undone. By making an annual pass through your client & matter table, you can mark your matters as inactive or “closed” or even mark clients as inactive or “closed”. Doing this will ensure that you and your users are not searching through old clients or old matters. Also, by maintaining this routine you are cutting down on the work that is required every year. If we were to leave this for 3-5 years before we clean it, imaging how many items would merit being archived or closed.
If all this archiving sounds good, though you wonder how you will find the time to do this or to even remember to do this each year, Worldox has you covered with the bulk archive tool. This tool will handle the archiving for you and it will do its archiving based on the schedule you create for it. The bulk archive tool is very customizable it can archive entire matters based on the date the matter is closed or marked inactive, plus, many more options. This tool is designed to generate a report for you to approve and once approved it will take over the archiving and follow the setup you created.