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At MasterFile, we're regularly asked why we use Lotus Notes instead of Microsoft Exchange or an SQL (pronounced "seeqwul") based database. In this issue of "Just the Facts" we explain why we chose not to use SQL and we promise you'll be quite surprised by some little known facts about Lotus Notes.
Here's what we'll cover:
Facts about Lotus Notes you should be aware of
Despite having over 145,000,000 users, Lotus Notes is one of the most misunderstood software products available, so first we'd just like explain a few facts about Notes.
Isn't MasterFile only for "Lotus Notes users"?
No! Lotus Notes is just a database technology -- not an e-mail system -- and so it's simply used to store information, like any other database. For example, if you find a software product that uses SQL you don't hear it said "that software is only for SQL users"! Instead, if the product was valuable to your business, you'd simply start using SQL! Notes is no different -- it's just another application or database system you use like Microsoft Word or Access. And Notes is a simple 2 minute install: view our short video tutorial "Installing Lotus Notes" -- it'll take you through an actual installation, step by step.
What is Lotus Notes?
Lotus Notes is a unique collaborative database technology designed for textual and other qualitative information common to litigation, investigations and research projects. One application that uses the Notes database technology is Notes e-mail. However, with over 145,000,000 e-mail users, it's not surprising many people think of Lotus Notes as an e-mail program. Microsoft Exchange, on the other hand, is just an e-mail system.
The Notes database technology has been used to create thousands of business applications. For example, a human resource system, a medical billing system and a system for EruoChem the largest agrochemical company in Russia are just three of the many, many business applications which use the Notes database technology listed on Lotus' website.
In fact even Adobe®, the developers of Acrobat®, use Lotus Notes for their Support Knoweldgebases. (Click on the link and notice the ".NSF" extension within the URL -- that indicates that the a Notes Domino server is presenting the information to you in your browser from a Lotus Notes NSF database!)
Notes is a robust, secure, mature technology that's inexpensive, easy to install, easy to maintain and proves itself everyday.
Notes works, and works brilliantly: It's that simple!
Will we have to change our e-mail system to Lotus Notes mail to use MasterFile?
No. MasterFile works with Outlook just fine and is not just for "Notes users"!
MasterFile only uses Notes' unique database technology just like other applications use SQL or Access -- and they're not for "SQL" users only either! MasterFile does take full advantage of Notes or Outlook e-mail to let litigation or investigative teams using MasterFile collaborate with each other effortlessly and efficiently.
Isn't Notes expensive and won't we need a consultant to help us?
No. MasterFile is not only the state-of-the-art in litigation support systems but also the most affordable. In fact using MasterFile and Notes costs less than all other competitive solutions.
Domino Collaboration Express, the full Notes product priced specifically for small organizations, costs just $139 per user, in single user quantities, including server software if needed. And students and faculty at qualified academic institutions may register to use Notes without charge. Click here and expand the Academic Section for more information regarding IBM's Academic Initiative.
Notes is designed so a consultant is not required for installation. View our short videos "Installing Lotus Notes" and "Installing Lotus Domino Server" and see how easy it is to install both Notes and its Domino server -- they'll take you through an actual installation of each, step by step.
MasterFile Hosted Services (MFHS) is an alternative fast and easy deployment option. MFHS include MasterFile, support, upgrades and mobile access for only $2/day/user (in 5 user packages) ... that's less than a cup of coffee! A low initial investment no need to acquire hardware and software -- or buy on-going upgrades, customer support and maintenance, -- plus freed up resources, add up to long term cost savings. No in-house server required!
In April 2004, Network Computing awarded Domino its Editor's Choice Award, specifically mentioning Domino server's ease of set-up: "Our base installation of Domino server went quickly and smoothly. Pop the CD into the server, answer a few questions and you're on your way." -- Enterprise Groupware Products, Network Computing, 1 April 2004
Similarly, just 2 months earlier, PC Magazine named Lotus Notes and Domino the "clear winner" of their Editor's Choice for e-mail server, stating that Domino set-up was a "far less headache inducing" task than setting up Exchange -- Email Servers, PC Magazine, 2 February 2004
And in May 2004, Network Computing also gave Lotus Domino it's "Well-Connected Award" stating "And IBM's Lotus Domino 6.5 is our top choice ... because it makes life easier for users and administrators alike." -- 10th Annual Well-Connected Awards: Business Applications, Network Computing, 13 May 2004
Do we need to install a Notes/Domino server?
Not for one or two users. For small or mobile litigation teams, one team member's laptop can even act as a Domino server. For medium sized teams, Notes can run on an existing file server. For large teams, a dedicated server is recommended.
If you prefer not to run a Domino server in-house, opt for MasterFile Hosted Services –- from $1.50/user/day, it costs less than a cup of coffee!
However, installing and maintaining a Notes/Domino server is straight forward. View our short video tutorial "Installing Lotus Notes/Domino Server" and see how easy it is to install both Notes and the Domino server -- they'll take you through an actual installation of each, step by step.
OK you have my attention -- so why does MasterFile use Notes and not SQL or Exchange?
Below we outline only some of our reasons for using Notes and not SQL or Exchange, for to explain them all would result in a short course on software and database architecture and design!
Note that in addition to the specific reasons for using Notes given below, there is a synergistic effect from the individual benefits which far and away exceeds the importance of the individual benefits (i.e. "the sum of the parts is greater then the parts by themselves") and this synergistic effect is the primary reason for using Notes. This synergy is best appreciated when experienced rather than explained and we urge you to review some of our product videos to see MasterFile in action. In fact, MasterFile's fluid style, unique blend of features and ease of use was only possible with Lotus Notes -- it's what sets MasterFile apart from all other litigation support and document management systems using "conventional" or SQL or proprietary "non-SQL" database technology.
- Notes is designed for, qualitative textual data -- SQL databases are not.
Lotus Notes is a unique database technology designed for qualitative information common to litigation, investigations or research projects. Trying to fit such knowledge into a SQL database would be like trying write a thesis in a spreadsheet. Because Lotus Notes is designed for qualitative and textual information it provides a suite of facilities for handling textual information.
For example, its one reason why in MasterFile you can first set out and substantiate argument, and then also format it for clarity with rich text formatting, tables, numbered or bulleted lists, etc., rather than being restricted by the fixed fields of SQL database technologies.
- Notes lets you eliminate the costs and support/integration headaches of using multiple systems
Notes' robust, secure and proven single-file-per-case repository eliminates complex, conventional DM and SQL, and proprietary "non-SQL" technology, which requires technical expertise on workstations, file servers and databases.
Notes also allows MasterFile to use one database technology; that is, one system for both litigation support and document management, eliminating the headaches and cost of purchasing and supporting two un-integrated systems just for documents -- especially for mobile users. Thus MasterFile's Notes based repository stores, organizes and indexes everything: scanned document images, transcripts, authorities, research, electronic evidence such as photographs, extracts, facts, notes, including your work-product.
The net result is multiple systems get replaced with 1 technology -- click here for an eye opening diagram illustrating this -- costing less than any one of the others on their own. And at the same time, by eliminating several systems, you slash:
- software costs,
- installation costs,
- technical complexity for end users and end user training,
- mobile user and synchronization issues,
- support staff,
- maintenance and integration headaches,
- backup and restore procedures,
- upgrade headaches and costs,
- security issues due to different security systems,
- etc.
All important considerations for small or large organizations.
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MasterFile's one click effortless, bi-directional synchronization of all work done off-line -- even securely over the internet.
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Notes mobile user support outclasses all other database technologies or e-mail systems -- every one and especially Exchange.
If we had to give just one reason why MasterFile uses Lotus Notes and not SQL or Exchange it would be mobile user support.
Since it's development over 20 years ago, Lotus replication technology has been the acknowledged standard by which all other replication technologies are measured.
Notes was designed from the ground up for mobile users. What does this mean? It means Notes was designed from version 1.0 to provide full, unrestricted, functionality to users who are disconnected from the network. And then, most importantly, it was designed to provide full, bi-directional synchronization of a user's work with head office and vice versa -- even from the field. It is the only database designed from the ground up to provide these facilities. It was not an after thought patched onto an existing database design not designed for mobile users, as is the case with SQL, proprietary "non-SQL" and other proprietary database technologies.
Organizations with global operations, thousands of databases and hundreds of Notes servers depend on Notes' to replicate gigabytes of data securely, efficiently and reliably everyday to keep every database up-to-date with the latest information.
We cover this issue in detail in our article "Mobile and remote users -- the truth about how "leading" litigation and document management systems really support them" where we point out that competing products based on conventional, SQL or proprietary "non-SQL" database technologies suffer from a suite of frustrating limitations.
- Notes client/server technology effortlessly scales from a notebook to a global network.
Notes is a client/server database, in fact it was one of the first client/server database technologies deployed on a wide-scale basis. It has been maturing over 20 years to the point where it is one of the most robust, secure and reliable database engines available with far, far, far more active databases in use every day than any SQL database engine.
For example an organization may have one SQL database for its accounting system which may be accessed by 200 users, while the same organization will have 200 separate Lotus Notes databases for its users' e-mail stores. In fact, the number of Notes e-mail users means that Notes has well over 145,000,000 databases reliably storing and delivering billions of e-mail messages to hundreds of millions of users every day for the largest organizations of the world.
- Notes databases are more secure and far easier to maintain the SQL or proprietary "non-SQL" based document systems.
Domino is a quiet workhorse with over 145,000,000 e-mail users and comparable market share to Microsoft, but rarely gets adverse publicity, unlike regular press alerts about security breaches in other e-mail systems.
Lotus Notes has used RSA private/public keys for authentication, encryption of data and of communications from the very beginning and lets MasterFile offer mobile user security unmatched by other litigation support or document management systems. Exchange 2003 does at last provide communication encryption, without a VPN, but PC Magazine describes configuration as "dauntingly complex".
As we explain in our article, "Security in leading document management and litigation support systems under the microscope -- the results may shock you!" there are very serious security issues associated with leading systems employing this design.
Furthermore, MasterFile's single-file-per-case repository architecture means that everything (documents, meta-data, security information, etc.) is stored in one computer file, rather than scattered across hundreds of directories and thousands of files across the network and on mobile computers, all of which need to be secured, backed up, monitored and kept in synchronization.
We believe we best serve our customers' needs (and reduce their technology costs) by using stable, proven technology platforms that evolve to remain state-of-the-art and keep market leadership and which are developed by organizations dedicated to their development, rather than trying to duplicate such development with weak "home-grown" alternatives.
The bottom line is that Notes works, and works brilliantly: It's that simple! Notes is a proven, robust, secure technology that's inexpensive, easy to install, use and maintain.
MasterFile -- We focus on the technology so you can focus on your cases.
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