FileHold Blog

2016

SmartSoft Capture is a data capture software solution by SmartSoft, one of the leaders in data capture and document processing. The software can process form type documents, such as invoices, extract the form field information, and export the data to your FileHold document management system. One of...
Congratulations! You’ve installed and configured FileHold, and your design has been given the stamp of approval by The Powers That Be. Now it’s time to tackle that other enormous elephant in the room: Data Migration. Migrating data (metadata and/or documents) is an integral part of deploying a...
So… you’ve decided to implement FileHold. Installation is done, hard part is over—or is it? Let’s discuss the Elephant in the Room. The necessity for document management system is usually driven by requirements for better management and control over corporate information, be it paper or electronic...
FileHold offers an easy method to access a document from an external application: a document link. The link works in any browser to take the user to the document in the FileHold folder, web viewer, or download the document directly to the browser’s download folder. Sometimes it is desirable to...
Our long-time FileHold reseller Docusyst! Congratulations Eric! DocuSyst was formed in 2005 for the purpose of providing business-driven solutions using technology. With its headquarters in Buffalo, NY, DocuSyst provides services and support to organizations across the U.S. DocuSyst has implemented...

2015

There are many scenarios where it is desirable to integrate documents stored in FileHold with other systems. FastFind is a popular integration method because it requires no special knowledge or technical skills. However, sometimes a tighter integration is desired where FileHold data appears directly...
One of the most important things for FileHold to do as a company is understand what our users need from our products and other trends from DMS users across the market. That's why we were excited to see this new research from the document management reviews and evaluation firm Software Advice. They...
“There are over four trillion paper documents in the US alone and this number is growing at a rate of 22% per year” – PricewaterhouseCoopers Has another year passed and your company has once again delayed its plans to buy a document management system? So what’s the hold up? Those important documents...
What is zonal OCR? Zonal OCR is a type of optical character recognition employed by scanning software that allows the software to read specific areas or "zones" of a document. These zones are determined by setting up scanning templates or "batches" inside the scanning software. Zonal OCR works...
As a result of the exponentially expanding volume of information and the increasing need to manage information properly, ARMA released its General Accepted Recordkeeping Principles or "The Principles" in 2009. A summary of the eight principles are1: Principle of Accountability — An organization...
On Wednesday July 22, 2015, FileHold Systems and guest presenter Chad Haffie will be presenting solutions to eliminating paper, staying compliant with government regulations and protecting intellectual property. Chad is President of Image Advantage Solutions, a records management consulting company...
1. Don't Panic! Don't let perfection be the enemy of starting to implement an electronic records and document management system. Many projects do not get off the ground, despite the fact that they are driven by a real need, because some people think that the whole system needs to be perfected before...
FileHold has been voted the best document management software for windows by Business News Daily. A writer from Business News Daily recently went undercover as a potential customer of FileHold in order to gage what customers can expect from FileHold. The article covers why they chose FileHold — the...
Organizations that operate in regulated or quality management environments will typically have a controlled document change process (CDCP). FileHold offers great support for these processes with document versioning, document hiding for unapproved versions, and configurable document review and...
Do you ever wonder why you can find any information you need on Google but you can’t immediately locate important documents in your own office? A survey report from Information Week states that, "At any given time, between 3% and 5% of an organization’s files are lost or misplaced. The average cost...
Have you ever looked for the details of an invoice but cannot see them in your accounting software? Have you ever spent hours searching for the paper copy of the invoice in order to see these details? FileHold can solve these types of problems using a feature called FastFind. FastFind provides a way...
There are four basic considerations when designing a FileHold library. How users will search for documents. How users will add documents. What sorts of access controls are needed on documents. Performance. Searching In most cases FileHold is not simply a dumping ground for documents. It is a place...
There are many components and processes that go into building a system designed to meet compliance requirements such as ISO9001, HIPAA, FINRA, SOX, GDPR, FDA Title 21 CFR Part 11, country specific electronic signature requirements, and others. FileHold can play a major supporting role in these sorts...
Each year FileHold undergoes several tests in order to retain our “Microsoft Gold” certification. For this certification, FileHold provides Microsoft with a minimum of 10 customers who respond to a short survey that asks questions about our software and then compares the results to benchmarks from...
When working with new customers we always get the question "How can I scan my documents into FileHold?" The answer is that there are several ways scanning can be accomplished with our software. There is no right or wrong way to scan into FileHold; you just need to decide which method will work best...