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Create & Capture

Features for the Capture, Integration & Classification of Documents.

Document Tagging (indexing) Vocabulary Management

FileHold provides a comprehensive and easy to use system for managing the vocabulary used to tag (or classify) documents or records stored in the FileHold Library. A legal document might have specific information as opposed to an engineering or HR document - all need more index or tag information beyond simple folder location or a descriptive document title. A user should be able to see all values tagged to a document without opening up the document, something that is very useful when thousands or millions of documents need to be accessed and managed. Library administrators create drop down menu options, date, currency, numeric, text and other custom metadata index fields to provide for a vocabulary from which end users can tag documents they are adding to the FileHold Library. This ensures that consistency and quality is maintained since the classification system is centrally managed by library administrators. Careful, consistent document classification ensures that files can be found easily at a later date when users are searching against keyword, index fields or other types of metatag information.
Learn More About  Document Classification & Meta-tagging

Streamlined Mass Document Tagging

FileHold makes it easy to batch tag documents saving considerable amount of time when classifying or importing legacy documents or adding new files. Document tagging is the act of applying metadata to a document for the purposes of classification to ensure that the file can be found easily at a later date. Most legacy files to be imported have common attributes and would normally be classified using similar tags. For example a folder may contain a number of files relating to the same product or customer account and would therefore be tagged with the same product ID or customer name. With FileHold users can simply select and tag multiple documents with the same metadata value in a few simple clicks prior to adding the files to the library. All metadata is retrieved from the FileHold centrally controlled vocabulary to ensure classification of files is standardized.

Streamlined Mass File Additions - Importation

Existing documents and other types of electronic records from overstuffed and confusing shared network drives and file servers can be quickly imported into the library using the drag and drop capabilities of the FileHold Desktop Application. The desktop application supports failsafe, simultaneous file transfers of very large files (up to 1.8GB in size) to the library from any local or remote location. The file transfer viewer allows users to see at a glance the progress of all files being added or retrieved from the library while reporting on any network issues or errors that may have occurred during file transfer. As each document or file is imported, any text information is full text indexed so users can use full text and metatag index searches to find documents in seconds.

Watched Folders Importation Automation

The FileHold Desktop Application can be configured to watch different areas of your network for recently scanned or saved documents and queue them for importation into the FileHold library. After documents are imported the original source files can be removed to avoid content duplication. The watched folder utility is ideal for importing scanned files outputted from scanners, digital copier or multifunction centers that are configured to scan documents to the network.

Working Document & Record Support

The FileHold library service automatically handles files designated as working documents differently then those designated as records. For example, working documents may be versioned (checked out and back into the library) whereas records - because they are a recording of a transaction or correspondence - cannot be versioned. Similarly working documents can be deleted by users with appropriate permissions whereas records are protected from deletion from anyone other than the system administrator. These record handling policies ensure that files are handled appropriately when becoming compliant for records management standards such as Sarbanes Oxley or HIPAA.

Scanning & Capture of Paper Documents - Basic Solution

FileHold provides simple integration with 3rd party scanning and imaging software for companies looking for document imaging and scanning and importation of documents into the FileHold library. Scanning can occur from any local or remote scan stations as all scanned documents are securely transferred to your corporate FileHold library at a central location. FileHold can then be easily configured to watch folders for files created by the scanning process and streamline the indexing and addition of scanned files to the library.

Scanning solutions provides all the necessary capabilities for high-speed scanning, image enhancement, OCR, viewing, annotation, printing, and storing images for both black-and-white and color pages. Also supports barcode and patch code recognition for automatic document separation when processing large numbers of documents.
Learn More About  Basic Scanning Solutions

Scanning & Capture of Paper Documents - Advanced Integration

FileHold provides tight integration with scanning systems requiring bar-code recognition, zonal OCR, database lookup or other advanced scanning features for the indexing of scanned documents. Tight scanning integration provides the highest degree of scanning job automation and indexing accuracy as scanning operator involvement is reduced to a minimum or eliminated entirely. Scanning can occur from any local or remote scanning location and all scanned documents are securely transferred to your corporate FileHold library at a central location.
Learn More About  Advanced Scanning Integration

Hardcopy Document Tracking

For files that are not easily digitized and scanned - such as large blueprints, maps or large bound manuals or books - FileHold can track the location of hardcopy paper documents on desks, in the file storage rooms or at remote offices or document storage warehouses.