The processes involved in the implementation of a document management software system can mean the difference between success or failure. FileHold prospects ask a lot of questions about best practices in implementation. To learn even more about FileHold implementation processes, click here. If your question is not answered here just send it to .
Can the document management software be installed and configured by non FileHold IT personnel?
Yes. The document management software is certified by Microsoft to be user installable. FileHold provides detailed installation guides also for customers who want to install themselves. The document management software ships with a complete auto installer package. Once a server is properly configured installation will be less than 2 hours. To learn more
Does the document management software store document in their native formats, i.e., Word documents, Excel Spreadsheets, etc?
Yes. FileHold document management software stores the documents in their native formats. All documents can be stored in a directory structure (secured) that can be located on the web server, DB server or a SAN or file storage system.
Is the document management software scalable?
Yes. FileHold document management software utilizes a web services oriented architecture allowing for a variety of advanced configurations including clustering of servers. We test and optimize for up to 1,000,000 documents, although most of our customers might manage 100,000 or so key documents within the system. The system can scale to many millions of documents being stored with the right hardware configurations and consulting expertise.
Where is the document management software being used?
FileHold document management software is used all over the world including Singapore, Papau New Guinea, France, Italy, Poland, South Africa, Australia and throughout North America. All of our installations have been done using remote installation support and the highly automated install process FileHold has developed. To learn about FileHold customers, click here.
How long has FileHold been in business?
FileHold was founded in 2005; it evolved from a consultancy in the document management domain to a software development company. FileHold document management software was 18 months in development and the first release was June 2006. The document management software has 30+ man years of development and is currently installed with more than 6,000 users.
How good is FileHold support?
FileHold support is outstanding. It starts with a meticulous QA program that ensures the product is stable and robust before we deliver it. FileHold has a support organization that stands by 16 hours per day to deal with any problems reported through our portal. With the purchase of FileHold document management software customers get unlimited technical assistance in the initial installation and up to 2 hours of web based user training. To support new users FileHold has training videos and on line help. To learn about the FileHold Service level agreement, click here.
Can you clarify your licensing practices - what are the differences between Concurrent and Registered users?
FileHold sells "registered user" licenses for individual so they can have a unique user ID and Password and any work they do on the system can be tracked and secure. Individual security rights can be assigned to a registered user and all of their activity on the system can be traced. Some customers also synchronize their user rights with Microsoft Active directory allowing for a single source of user management.
The idea is for customers to buy inexpensive registered user licenses for everyone who wants to use the system so you can have secure, controlled reportable access. The number of more expensive concurrent sessions is based on the intensity of use - how many will use the system at the same time (sometimes time zones, shift workers, flex time and other matters affect this concurrent usage). A fairly standard ratio might range from 2 to 5 registered users per concurrent access session - this can be modified based on your usage patterns. There is no price penalty for adding more of any kind of licenses at any time. We generally encourage people to start small and add licenses as needed. To learn more about licensing, click here.
Can you explain how the document management software licensing works in more detail?
FileHold has a simple and effective pricing strategy for its Enterprise product. A part of the strategy is the term "concurrent licenses". While this is a familiar term it can have different meaning so the purpose of this document is to provide clarification.
FileHold licensing can be thought of like a business telephone system - in both cases there are three components required:
- The system requires a central switch. - This can be compared to the FileHold "Server Software" which is a onetime charge.
- Each person gets their own telephone handset that can be personalized (different color and features) - This is like the FileHold "Registered User" license that gives the user a unique ID and Password and can be personalized ("read only" or allowed to "publish or delete").
- Some number of lines that will accommodate the amount of time the telephones will be used at the same time (concurrently). - These are like the FileHold "Concurrent Sessions".
Unlike the telephone system there are no usage charges after purchase. There are no additional fees for the number of documents stored in the system or the amount of time it is used. FileHold does have an annual FileCare program for which we charge 20% of the licensing fee - this program provides unlimited technical support and all product upgrades to guarantee against obsolescence.
Example
Just like in buying a telephone system it is easy to buy the switch and determine the number of handsets that are needed. What is more difficult (and more expensive) is to determine how many telephone lines or "Concurrent Sessions" will be needed - all customers are different. Many customers faced with this decision buy a few to start and add more when needed - FileHold can be installed this way and supports this "start small" strategy.
For 100 registered users (telephones) a customer might choose to buy anywhere from 10 to 35 concurrent sessions (lines). It will depend on how intensively the system is being used (shift workers, different time zones, etc). In most cases people only use document management software for the moments they are checking document in or out - the rest of the time it sits idle. The users who make intensive use are those using document scanning and adding documents continuously. All of these factors will determine the number of concurrent session needed.
Does the document management software offer a hosted Solution?
FileHold does not offer a hosted solution because we do not want to move our focus away from supporting our licensing business model. We believe that the total cost of ownership over time will be lower by installing the server and system in house.
We do have partners who host FileHold document management software for their clients. We can refer you to these hosting partners or help find a 3rd party hosting agency that can provide a dedicated server system that suited customer needs. To learn about hosting partners, click here or contact partners@filehold.com.
Can we store images in the document management software?
You can store any type of file or document within FileHold document management software, and this includes images. We support up to a maximum file size of 1.7 GB - so very large files can be stored within The document management software. We would recommend using our .NET 2.0 desktop clients to upload or download these large files.
We have multiple databases with multiple tables and their own metadata stored on our web server. We duplicate some of these items in our internal network (file server) to make them available to our users. Can the document management software remove this duplication process?
A synchronization system could be developed to have a daily synchronization system that pulls in new documents and metadata from your other databases into the document management software. Our .NET API and web services oriented architecture is designed around interoperability and integration with other systems. If you have any technical/design documentation on these databases we could take a look and give you a more comprehensive response anytime.
Please give me more information on the automated Deployment feature of the document management software?
All client side FileHold utilities are deployed using Microsoft technology providing automatic delivery of upgrades with minimal impact to the user's computer.
FileHold has the following strategy for implementing a system:
The IT Administrator can deploy the Desktop/Office client via MSI Package within Active Directory (6MB package) and grant the user the one-time rights to install the application through Add/Remove Programs/control panel. This makes it easier for IT to remotely deploy the Desktop/Office integration If you use a desktop management system (Open view, LANDesk, Tivoli, etc) you could possibly also install the MSI package on their behalf.
Are there different installers for the "FileHold Desktop Application" and the Integration with the MS Office Application Suite?
The document management software Client installer includes both the FileHold Desktop Application and MS Office Integration. The Desktop Application needs to be logged on and running when using the MS Office integration components which take the form of both Office toolbar and Office File Menu integration. We support Visio, Outlook, Word, Excel and PowerPoint Editions. We require Office to be fully updated and patched from officeupdate.microsoft.com.
Tell me about your document management software training for users?
FileHold document management software is easy to use and keeps the cost of training to a minimum. There is Web Based Training videos on the FileHold publicly available web site that provide an excellent reference point for potential customers as well as administrators and end users. FileHold has a very complete on-line help system that includes many screen shots and detailed user instructions. FileHold will provide live web based training for administrators as well as documentation for server administrators, library administrators and end-users. Additional customer training programs can be designed as may be required. To attend a FileHold Webinar, click here.
Does FileHold document management software provide a centralized solution?
Yes - FileHold document management software focuses on the management of working documents and records. FileHold manages the lifecycle of a document from creation to disposition. The document management software repository is centralized; is accessible via the intranet or extranet and provide s control of the documents. FileHold document management software allows companies to move away from having copies of the same document lying around in different places for different reasons.
