15 Reasons to Purchase FileHold
A FileHold Document Management White Paper

Reason Number 1. FileHold has changed the Total Cost of Ownership Paradigm.

Historically the licensing fee for content management and workflow solutions is eclipsed by the professional service fees required to finish implementation. FileHold uses proven, remote, web based tools to dramatically reduce the time and cost of implementation and configuration.

FileHold manufactures it own software, goes to market via the web and sells directly to its customers. This approach keeps our cost low, our quality high and gives unparalleled value to customers.

Reason Number 2. FileHold has a Flexible and Practical Licensing model.

FileHold pricing is a one time fee is and based on the number of “concurrent users” that access the system at the same time (concurrently). FileHold has two kinds of users:

1. Registered Users: For each concurrent license we allow 4 registered users. These users may be given access to all parts of the system including the optional workflow module.
   
   
2. Guest Account Users: For each concurrent license we allow an unlimited numbers of guests who may want to “read only” certain documents. Guests can share a common user ID and have access to common documents or they can be given individual ID’s and have access to designated documents.

The cost per user reduces as users are added to the system. Users are added simply by paying the difference in price between licensing levels. There is no price penalty for starting small and growing as needed.

Reason Number 3. FileHold is easy for Users to Learn and Adopt.

The FileHold system mimics the cabinet / drawer/ folder / file system everyone is familiar with. FileHold makes extensive use of the vocabulary of the internet and of the Microsoft desktop. Drag and drop, right click, on line help, favorite folders, and search buttons are all familiar and intuitive.

The FileHold system resembles the software and business processes people work with every day. This friendly interface together with FileHold video training, on line documentation, web based train the IT administrator / Librarian seminars eliminate the need for expensive on site user training.

Reason Number 4. FileHold is Robust, Scalable and Reliable.

The FileHold development team rigorously uses Microsoft’s Visual Team Studio Development environment which ensures rigorous quality control compliance and best practices in software development. Visual Studio enables us “to drive predictability, visibility, and control into your software development” from design through to deployment.

Reason Number 5. FileHold was designed from real world Customer Experiences.

We avoid customization of FileHold. We have designed FileHold to meet a high percentage of the operating requirements of customers “out of the box”. FileHold work process follow industry “best practices”. This keeps everyone on a standard code based thus customer support incidents are kept very low.

Reason Number 6. Standard / Easy to Support Microsoft Technology.

FileHold is 100% Microsoft based so where there are Microsoft consultants there are support resources for our essential Microsoft components. Our Service Oriented Architecture (SOA) allows our document library to scale to support thousands of users and millions of files. Our use of Microsoft technology allows customers to fully leverage your existing technology investment.

Reason Number 7. User Rights Management and Audit Trails drives Compliance.

To be compliant with Sarbanes Oxley, and other regulatory requirements, document and record management software must have granular user rights and the ability to create audit trails of all document touch points. When configured and backed up appropriately all document activities within FileHold have a non reversible and undeletable audit trail

Reason Number 8. FileHold uses existing public domain technology.

Microsoft is the dominant global supplier of software and has created many administrative tools and FileHold has chosen to use them. Our Microsoft based customers get the advantage of using industry standard components they are familiar with. Two examples are:

1. Active Directory Integration. We make full use of ADAM / AzMan technologies for the synchronization of FileHold software with domain users and groups that reside in Active Directory. Use the following link to view a Microsoft Case study written on our Active Directory Integration
   
   
2. The FileHold workflow module is based on the Microsoft Workflow Foundation platform and runtime engine (WF). Workflow scales to manage literally thousands of simultaneous workflow instances. Workflows are permanently persisted therefore supporting long workflow cycles.

Reason Number 9. Users can access FileHold Documents in Several different Ways.

The FileHold Web Services foundation allows users to connect from anywhere in the world including their LAN, WAN, Intranet or Internet. Documents can be checked in and out using a standard web browser (explorer or Firefox) or the FileHold Smart Client. Documents can be stored and retrieved directly through Microsoft Office Applications such a word, Excel and power Point.

Reason Number 10. FileHold can integrate with other Applications.

Many companies want document and record management to be a component of a larger integrated knowledge management system. FileHold is based on the Service Oriented Architecture (SOA) model which exposes, in a secure way, web services to the outside world and other applications. FileHold provides an easy to program web service API which accommodates every possible integration scenario.

Reason Number 11. FileHold makes it easy to tag and Add documents to the library.

A common point of failure in implementing a document management system is the bottleneck that results from the task of correctly classifying, indexing, capturing metadata and adding documents to the system. FileHold overcomes this difficulty by harnessing the power of Microsoft “Smart Client”. Power users can drag and drop files to and from their desktop to the FileHold library using the FileHold desktop application. The smart client provides a quick and easy way to add files en masse to the system. The desktop client can “watch folders” and queue documents for upload to the library.

Reason Number 12. FileHold has integrated Best of Breed 3rd Party features.

FileHold is totally focused on doing what we do best; providing great user experiences and creating customer driven functionality at an affordable price. To enhance our product we have chosen 2 outstanding companies that contribute highly specialized but critical components to our software.

1. Scanning and Imaging: Captiva QuickScan Pro is integrated into FileHold software. This provides for high-speed scanning, image enhancement, OCR, viewing, annotation, printing, and storing images for both black-and-white and color pages. QuickScan Pro supports barcode and patchcode recognition for automatic document separation as well as advanced scanner features such as Multistream and Auto color detection.
   
   
2. Full Text and Metadata Search: dtSearch has been embedded in FileHold and powers the search for metadata associated with the document as well as the actual content of the document. Fuzzy, Synonym, Phonic, Boolean, Wild Card advanced search features are supported.

Reason Number 13. FileHold has new ideas about storing / finding / working with documents.

The internet has changed the way people store and find information. We find things by searching (Google) and the results are weighted to our preferences. Users store music and pictures with innovative and easy to use software; (i-Tunes, flickr). FileHold has borrowed heavily from these new ideas and have reflected them in our software. Documents to be stored by any classification the user chooses. Our search techniques take these classifications into consideration to provide meaningful results. FileHold provides a personalized dashboard with bookmarked lists of documents frequently used. Folders for favourite documents with document-to-document linking or document to folder shortcuts that allow users to bundle files into logical groups. The document tray utility makes link management for files across the library a snap. Virtual folders allow users to aggregate files throughout the library into their own personal "views" or custom folders.

Reason Number 14. FileHold Guarantees Metadata (Tags) Capture.

FileHold imposes document schemas provide central control over how each type of documents is classified (meta tagged) when being added to the library. Metadata is the “gold” of the content search and retrieval world. What good is searching by customer name when you want a contract and get a bunch of invoices? Metadata fields can be populated with text entry, checkboxes, or drop down menus when a document is added or updated.

Reason Number 15. FileHold will evolve as your IT systems change.

FileHold will protect the document management software purchase with our ongoing FileCare support program that provided unlimited technical assistance and product upgrades. The technology world will change as operating systems are upgraded and security patches are installed. FileHold software will evolve with you and your system.

For a "budgetary" price quotation mail us at sales@filehold.com or call us at (604) 734-5653 and tell us how many users you are considering.