FileHold Document Management Software Administration Overview

What are the different types of administrators in FileHold?

There are two types; System Administrators and Library Administrators. If you are a user with either permission you will see one or both of these items appear on the top right hand corner of the web client.

System Administrators is a term used to describe a specific FileHold system role that provides for the creation and management of Groups, Role based system permissions, different types of User Accounts, system security settings, as well as the management optional synchronization with Active Directory. FileHold groups are custom defined groupings of system users that are provided specific and appropriate access to system functionality. System Administrators also have full control over the entire system.. More importantly, is the requirement for a system understanding to understand the required permissions to system functionality and content for the various users, teams, groups, departments or other groups that may need to access the system. Optional qualifications for this role would include a good understanding of the organizations IT infrastructure as well as working knowledge of Microsoft technologies like Active Directory.

Library administrators are roles for the definition and management of the FileHold document library where the documents are stored. Tasks for managing the document library may include management of the document storage hierarchy, the security membership of the various areas of the Library hierarchy as well as the organization and structuring of document specific metadata so that users and scanner operators can further categorize documents to make future search, retrieval and management easier and more efficient. Basic qualification for the role would include a general knowledge of the companies operations and specifically the need to create, archive and retrieve documents. Often this role provides a consultative function in helping departments set up their libraries or filing systems.

Who is usually a system and library administrator?

What type of skills or employment background is required to administer the system? Administering FileHold is not complex. FileHold’s two administration areas (System Administration and Library Administration) are both designed to be administered by non-technical users who have a firm understanding of how their organization requires documents, records and other important files to be stored, organized, categorized and protected from unauthorized access. A member of the IT team is often a system administrator who can provide IT expertise for the Library administrator’s configuration of the system as well as specific tasks like synchronizing Active Directory users, the creation of FileHold managed users, and the definition of FileHold Roles and Groups that comprise the library hierarchy permissions defined, configured and managed b2y the Library Administrator.

Equally important for both Library and System administrators is the ability to understand their respective roles and organize the system so that users of the system can find, search, browse for, update, and manage documents in an efficient and straightforward manner.

System Administrators create the Roles, Groups and security settings that define the system in terms of permissions, access and user rights. Library Administrators use this structure to define the library hierarchy and document categorization system that provides for highly configurable schemas for different types of documents and files.

The system administrator may be the same person as the library administrator. We recommend that several trusted individuals become system administrators in the event that vacations or other leaves of absences occur.

In some organizations (especially larger ones) there may be a desire / requirement to have different individuals acting as system and library administrators.. In this case the Information Technologies group will be responsible for system administration, while a separate group from a department or specific team, that is spearheading the document management and control initiative, will provide for Library Administration management.