Document Management Software - Retention and Disposition Policies

Features that facilitate the storage, retention and disposal of files in the library

Active and Inactive Document Lists: Based on document type document age and archive policies, files are automatically flagged by FileHold Library services as being active or inactive. Inactive documents may be automatically archived or deleted by the document management system.

Document Control Usage Logging: Tracks how and when documents are accessed by the document management system users. Provides a permanent record; essential for regulatory compliance, of who has had any interaction with the document. Actions tracked include copying, updating the document, updated the metadata about the document, transferred or deleted documents from the document filing software.
Learn More About  Document Access and Usage Logging

Multi-Stage Archive and Disposal Settings: FileHold supports a 2 stage archive and disposal of documents based on policies set specifically for each type of document. For example library administrators could configure FileHold to archive then delete Invoices 5 and 7 years after creation date respectively while only archiving contracts after 3 years. A scheduled task in the document management system automatically sends files to archive or permanently deletes files from the system without the need for intervention.

Deletion Protection - Recycle Bin: Documents accidentally deleted by users (with delete permissions) can be quickly recovered by Library Administrators from the FileHold recycle bin.

Record Security in the Library: Records may only be deleted from the library in accordance with their retention / disposition schedules or by a designated corporate records manager / librarian. Users may retrieve copies of records but not the original records themselves. Changed versions of records added to the document management system will be designated as new records.

Records Management in Document Management Software

Both public and private sector managers have an ever growing concern about the liabilities associated with the incorrect storage and disposal of corporate or public records. FileHold document management software alleviates these concerns by automating the management of records in compliance with various national and international standards.

Records management is a subset of FileHold's document management software and is an essential tool to allow companies to stay in compliance with regulations related to record retention and destruction best practices. FileHold document management software automates the storage and retention of records-based assets by providing powerful indexing, search and disposal capabilities that allow users to quickly archive and retrieve records contained within the electronic library.

The system librarian or administrator can designate and manage record disposal rules that automate the destruction of records on behalf of the company saving time and increasing efficiency. By automating destruction policies a company can ensure that only authorized personnel, who understand rules relative to record storage, have the ability to destroy records. Several levels of user security ensure that only authorized users have access to restricted information.

FileHold document management software is easy to install and easy to use and is accessible to users via internal networks or over the web in the form of a friendly browser. Because FileHold is easy to install and manage the total cost of ownership of FileHold records management software is appropriate to today's shrinking IT budgets. FileHold is an all encompassing document and records management system designed for organizations of all sizes.