Process server software plays a critical part in determining the efficiency of your business. It is the foundation underpinning the rest of your operations. Without a solid program, your business may be operating at a snail’s pace costing thousands of dollars in a loss of productivity.

A good assessment of your software should include the following areas:

Outdated Software

There have been substantial changes in our society over the past decade. Computer hardware and software has seen incredible advancements making business and personal work more efficient and easier to undertake. E-mail, once a rarity, has just about replaced the need for a personal letter. Personal blogs, Myspace®, Facebook®, text messaging and blogging are now a common media for communicating; and cellular phones have been adopted as a second if not primary American telephone.

A database system designed even half a decade ago will be unable to handle modern needs such as e-forwarding and e-filing. As our high-tech world continually advances, process servers must stay on top of the trend in order to provide a high level of service to their customers. Ideally, any database package a process server company utilizes should be actively growing to meet the constantly changing nature of the legal industry. Is your software provider on the leading edge of technology or does it merely copy advancements and play “catch-up?” Remember that antiques are good when it comes to furniture and not so good for computer software.

Poor User Interface/Architecture

The site architecture should provide an easy flow of well-organized data throughout the program. A software program can have an unlimited amount of functionality. However, what good are those features if they are not readily accessible or you have to continually read a manual to operate them? Ease of operation is a mainstay of a good solid program. Your time and how you ration it, is a contributing factor in the success of your business.

Take a hard look at the design of the process server software when comparing products. Functionality is not the key to a good program. It must be designed in such a way to be functional AND user friendly. A layout that is hard on the eyes, requiring excessive numbers of clicks and page loads are all “red flags” that the software may be poorly designed. A bad user interface will certainly cost you a bunch of dollars in the long-run. Your staff will be wasting countless numbers of hours surfing the system, reading manuals and calling customer service instead of smoothly sailing through a user friendly program.

Lack of Backup System

The legal field is a very demanding and conflict-oriented industry. Information is time sensitive and in most cases confidential. The storage and retrieval capabilities of your software program are essential aspects of internal security and customer satisfaction. The loss of critical data is one of the worse things that can happen to a process service company. So bear in mind how often, if at all, a back-up of your data occurs.

Some process server managers fail to incorporate a solid plan of action regarding the back-up of sensitive data. Many of these companies simply don’t employ a back-up system at all. In the event of a hard-drive crash, these companies are often left with nearly nothing. Unfortunately for many process servers, the need for a backup system is often not apparent until it is too late.

Others believe that it is best to back-up their data on their own servers, i.e. a manual back-up. This is a fallacy and can lead to monumental problems in the future. A company that undertakes this task simply sets a schedule and has an employee or part-time computer person manually copy the database in preparation for an anticipated loss of data. Unfortunately, this process can be counterproductive if not managed correctly. A host of problems can occur, such as time gaps between backups, loss of data and security breaches.

The reputable software providers have a solid plan of action regarding data back-up incorporated into their program. It is a seamless operation that should not cost the end-user any additional monies. The back-up of data should occur in the wee hours of the night to a remote location separate and apart from the main server environment. This process provides the customer with peace of mind, protection of data and less expense.

Remember that not all process servers are technically oriented and not all programmers understand the process service business. Consider leaving task specific jobs to the experts. It is not the best idea to “have all your eggs in one basket!”

Inadequate or Lack of Security

Most everyone has heard the real estate phrase, “Location, Location, Location!” In the computer industry that equates to, “Security, Security, Security!” It is imperative that your database be secure from unauthorized encroaching eyes and alien key strokes for that matter. The protection of your clients’ data is paramount to other features built into a software program. Therefore, you must have a keen eye toward the elimination of potential leaks and security breaches. Make sure that the software provider that you hire takes this enormous task seriously and incorporates all the necessary protections available.

Be wary of where the data is stored. Is the company server located in the owners’ back yard or garage? An affirmative response should be a glaring red flag prompting you to take flight from that company immediately. A software provider should house their servers at a remote location that provides 24/7 monitored security, both by CCTV surveillance and human presence. Limited access to the server rooms must be contained by a series of locked doors within a safe perimeter. These are basic and essential aspects of a secure environment. You want an on-site expert monitoring the server around the clock. Why compromise your security with a company, whose only protocol is to have the owner wake up in the middle of the night and walk to the garage or fire-up a laptop from home to investigate a problem? The bare necessities will not suffice in this business.

The database security system of a program must encompass a sound level of protection. As technology evolves the sophistication of protection and the skill level of hacker’s increases as well. Many older databases are built on systems which can become easily compromised. For instance, password protections can be manually disabled with a number of password recovery tools in the retail market. There are also minimal user access variations in the older programs which limit the goal of secure accessibility. Some of these older database systems may not even have the ability to employ variable access points. Thus the process server manager is forced to limit access to one or two closely trusted employees/contractors. Field personnel and clients should each have their own entry point with limited data being exposed.

Let’s be realistic though, no computer programmer can ensure complete protection of your data. However, it is the one with the most amounts of protections in place that has your best interests in mind.

Import/Export Modules

Many database systems fall within the category of “write-only.” Enormous amounts of data can be input, however it is cumbersome or even impossible to retrieve and use the desired information. Contemporary programmers realize that in our age of acceleration, end users require speed and a competitive edge. Process server software should provide state of the art technology with a user friendly context. At a minimum, the program should employ import and export options so the transfer of data can be easily proliferated. The import/export functionality must include a marketing option, server/client data center and paperless e-forwarding mechanisms built into the program. Review the methodology of transferring data electronically when analyzing process server software programs. As the e-filing phenomenon rushes in you won’t be left holding the hardware wishing you had a true web-based software program to handle the needs of a technological revolution in the service of process. The future is now!

Sticking with the Status Quo

Bear in mind this old adage, “Business is business and friendship is friendship”.

That is an accurate statement that will run the course of time. Just because others are using a particular program doesn’t make it the best product for your growing business. You must consider and anticipate future technological advancements and the needs of your industry. Void of this mentality leads to certain disaster for your business. Remember, it is not always wise to jump on board because everyone else is in the same boat. When that boat sinks, so will you and all the others that fail to envision the winds of change?

While switching process server database systems can be scary, a problematic database is far more worrisome. By carefully evaluating your options, you may be able to solve substantive problems, save significant amounts of time and avoid a future crisis.

Dr. Santarlas is the developer of Process Server Central® Software, iSheriff® & iLevy® Law Enforcement Software, and My Court Calendar® Emergency Services Software. The websites are as follows: www.mypsc.net www.isheriff.net www.ilevy.net www.mycourtcalendar.com Thomas Santarlas