FileHold Server Back Up and Recovery Guide

Backing up the document management server is an essential task to be performed on a regular basis. Backing up the server data can help to prevent data loss in the event of a server failure. Ensure that the backups are working properly and on regular basis. This guide does not imply any warranty or assurance by FileHold Systems that data being backed up can be recovered at a future time.

This guide includes an example for the backup and recovery plan for Microsoft Server 2008 R2 (x64) and Microsoft SQL 2008. Similar procedures are possible with different versions of Windows and SQL server. We are happy to review your backup and restore strategy as part of your FileCare agreement. FileHold professional services are available if you require more extensive assistance with preparing a backup strategy.

In addition to backing up the elements in the table below, the following data protection systems should also be considered. Having only one type of backup in place is only satisfying the bare minimum of disaster recovery and business continuity procedures.

  • Regular server or virtual machine imaging and offsite data storage at regular intervals.
  • Redundant disk subsystem such as RAID 5 or similar support from a SAN or NAS to protect databases and documents. Redundant disk subsystems can survive single and in some cases multiple failures without losing data.
  • Set up the Microsoft SQL maintenance plan to backup Microsoft SQL databases and SQL log on a nightly basis.
  • Backup software such as Windows Server Backup which comes with Microsoft Server 2008 (R2) or Symantec Backup Exec software.

System Server Elements to Back Up

The following table contains the list of the databases, instances or directory locations that need to be backed up on a regular basis:

Elements to backup Applicable versions Data location*
FileHold Application Server Folder All C:\Program Files\FileHold Systems\Application Server
Windows ADAM Instance 14.x and lower C:\Windows\ADAM

Microsoft SQL Databases

  • ch_documentrepository
  • ch_fulltextsearch
  • ch_librarymanager
  • ch_userrolemanager
  • ch_workflowpersistencestore


  • All
  • All
  • All
  • All
  • 12.x and lower
C:\Program Files\Microsoft SQL Server\MSSQL10_50.MSSQLSERVER\MSSQL DATA
Microsoft SQL Log Files All C:\Program Files\Microsoft SQL Server\MSSQL10_50.MSSQLSERVER\MSSQL\Log
Microsoft SQL Backup files All C:\Program Files\Microsoft SQL Server\MSSQL10_50.MSSQLSERVER\MSSQL\Backup
FileHoldData -> Document Repository All E:\FileHoldData\DocumentRepository
FileHoldData -> FullTextSearch All E:\FileHoldData\FullTextSearch
FileHoldData -> FHURM (ADAM instance) 12.x and lower E:\FileHoldData\FHURMBackups

* The data locations are examples of typical locations. Your locations may defer depending on how SQL and FileHold were originally install and configured.

IMPORTANT: We recommend excluding backing up files with the extension CH as these are normally temporary files that exist during the upload of documents to FileHold. It is possible that backup software could interfere with writing these files and the user will get an error. This problem increases in likelihood when files are large enough to require being transferred in multiple "chunks".

Backing up the FileHold Server Example

The following sections describe how to back up the various elements of the FileHold server in the event of a server failure using Windows Server Backup as an example. There are many other types of backup software, such as Symantec Backup Exec, which can be used.

For more information on Windows Server Backup, see the help in the application.

To backup the FileHold server

  1. Using the Wizard, select all of the items to be backed up as outlined in the table above.

Windows Backup - Select Items

  1. Specify when the backup should be performed. For example, 3 AM.

Backup and Recovery - Backup time

  1. Specify the destination for the backup. In this example, we will back up to a volume.

FileHold Server Backup Destination

  1. Enter any other required information into the wizard.
  2. Click Finish. You have now created the backup schedule for the FileHold server.
  3. To verify the backups are working, check the location where the backups are being stored after the data has been backed up.

Restore Procedure for Major Hardware Failure or Other Disaster Event

It is recommended that backups be tested on a regular, periodic, and scheduled basis. You may need a Test License in order to fully test your restore process. Contact sales@filehold.com if you need to purchase a Test License.

In the event of a hardware failure or server crash follow the steps below to fix the FileHold server. Contact support@filehold.com if you have questions. FileCare does not include restoring your backups and or recreating your system following a disaster, but it will help you to confirm your backup process, plan the steps of your restoration, and confirm the server is running correctly after a restoration. FileHold professional services are available if you need assistance recreating your FileHold system.

General process to restore a FileHold server

  1. Configure a server according to the normal FileHold system requirements.
    • The machine name should match the original server. Where possible the IP address should also match.
  2. Reinstall the FileHold server software.
    • Make sure the version matches the previous installation.
  3. Restore your application server folder backup.
  4. Restore your database backup.
  5. Restore your repository backup, full text search index backup, and ADAM backup.
  6. If your server hardware has changed, re-activate FileHold with a new server license file. Follow this procedure to request a new license key. Please copy support@filehold.com in the email and also state that you are recovering from disaster using backups. Describe the situation as thoroughly as possible.
  7. Test that FileHold is working normally.