Implementing Document Management Software

Questions about the implementation of document management software.  The processes involved in the implementation of a document management software system can mean the difference between success or failure.

Prospects ask a lot of questions about best practices in implementation. Learn more about implementation processes. If your question is not answered here use our general information request form or email sales@filehold.com.

See the document management software Implementation and Training datasheet.

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. Detailed software installation guides are available 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.

Does the document management software store document in their native formats (i.e. Word documents, Excel Spreadsheets, etc)?

Yes. the 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. the 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?

The 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 installations have been done using remote installation support and the highly automated install process. See who are some existing customers.

How long has the company been in the document management software business?

The software manufacturing company was officially founded in 2005 but two of the founders had owned a document management consultancy for 3 years prior to that.  The document management software was 18 months in development and the first release was June 2006 (FileHold'06). The document management software now has 30+ man years of development and has been  installed for more than 11,000 users.

How good is FileHold support?

The support is outstanding. It starts with a meticulous Quality Assurance program that ensures the product is stable and robust before it is delivered.   The company monitors the support portal 16 hours per day to deal with any problems. With the purchase of a document management implementation package customers get technical assistance in the initial installation and web based user training. To support new users there are training videos and an extensive on line help knowledge base. To learn about the support and upgrade program called FileCare go to Service level agreement.

Can you clarify your licensing practices - what are the differences between concurrent and registered users?

"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. Learn more about licensing.

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 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. The .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 software 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 a 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 "Desktop Application" and the Integration with the MS Office Application Suite?

The document management software Client installer includes both the 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.  Visio, Outlook, Word, Excel and PowerPoint Editions are supported.  Office must be fully updated and patched from officeupdate.microsoft.com.

Tell me about the document management software training for users?

The document management software is easy to use and keeps the cost of training to a minimum. There is Web Based Training videos on the web site that provide an excellent reference point for potential customers as well as administrators and end users. The software has a very complete on-line help system that includes many screen shots and detailed user instructions. The company 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. Follow this link to attend a free document management webinar.

Does the document management software provide a centralized solution?

Yes - the document management software focuses on the management of working documents and records. The software 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 provides control of the documents. The document management software allows companies to move away from having copies of the same document lying around in different places for different reasons.