Once a document is in the system, a workflow and document review engine enables customers to deploy automated document routing or configure their own workflow. Documents added to the systems can have the properties of the document automatically captured as tags in FileHold. The overall system, including system security and back up procedures is typically managed by a Systems Administrator.ĭocuments can be added directly to FileHold from any Microsoft Office application including e-mail using simple “drag and drop” features. These roles range from a “read only” role to the Library Administrator, who does not need to be an IT person, but has authority to modify structure, create archival rules, provide user permissions and be alerted to document tasks. In total the systems is delivered with 11 different user roles or levels of security. For example, a cabinet can be designated as a sub company name or department, the drawer can represent the year of document generation, and a folder can represents a client. It is possible to use the hierarchy based on an organizations needs. There is also an option to organize the document in virtual file folders so that simply by using the search function, users can create a virtual folder of like documents. Documents are organized into cabinets, drawers, folder groups, folders and ultimately documents. The solution uses a real-world storage mapping hierarchy system that mimics the physical office environment. The ease with which you can configure and perform these basic tasks determines the software’s utility.
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In it’s most basic format, document management software enables you to create, review, approve, and archive documents through the document management workflow.
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He adds that the express version is often deployed as a risk free proof of concept to departments within large corporations to validate user acceptance, ease of use and effectiveness of transitioning from paper-based to digital workflows.Īvailable in both versions, however, are a range of functionality and features including electronic document workflow and approval, electronic forms (e-forms), tracking and auditing functionality, optimized search and document scanning capability that support over 300 different scanner types and MFCs. “The Express edition has all the features and functionality of the enterprise product but at a less expensive entry cost,” says Oliver. While the former is targeted at mid-sized organizations (up to 20 users) or as a starter product for large organizations, the latter product can scale to large deployments accommodating thousands of users. The solution comes in two flavors: FileHold Express and FileHold Enterprise.
Currently ready for Beta customers is an advanced version of the cloud offering based on the Microsoft Azure platform,” says Oliver. “The cloud version, primarily offered by our reseller partners, offers a rich range of complimentary services such as document scanning (back filing) that we cannot provide with our on-premise version. In addition to an on-premise solution, the company developed a cloud version of their product in 2007. This approach ensured that each module within the solution is extensible and scalable based on organizational needs. Because these are many different sizes of customers, with varying needs, the company decided on an highly scalable Service-Oriented Architecture (SOA) approach to product development. “The business objective was to design and develop affordable electronic documents and records management software that would satisfy the needs of small to medium-sized businesses and large organizations,” he says. After a development team was put in place, starting from a clean sheet of paper, it took 18 months to bring the first version of FileHold to market.
That sophistication is a function of the founders’ experience.Īccording to Larry Oliver, President of FileHold systems, the company was founded in 2005 by a four entrepreneurs with expertise in document and records management software. This is because it accommodates multiple user scenarios and has a vast array of features. My initial thought upon reading about FileHold was that it was a relatively sophisticated solution. We will look at its features, interface, and see how it can be of use to you. We will review FileHold, a document management software that claims to fast track your organization to a paperless office. This week we will look at a solution that brings the paperless office concept even closer. The advent of cloud technology has only brought that concept closer to reality. Besides being environmentally friendly, the paperless office improves productivity and saves companies money. The concept of a “paperless office” has gripped popular imagination for quite some time.
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