Document Repository / Repository Locations

Repository locations contains a listing of the location of the FileHold repositories. The repository is where the documents are stored. Repositories should be regularly monitored to ensure they have enough space to accommodate the needs of users.

The document repository can be split into multiple physical locations to improve scalability through software. This feature is controlled by a licensing option. The Add Repository button will be disabled if this optional feature has not been purchased. In order to balance the load of adding/downloading files between multiple locations and ensure that files are distributed in a sensible way between locations with different level of free space, a semi-random algorithm will be used to select the location for a new file. Repositories that have been marked as read only will not have files added to them; files can only be downloaded from those locations.

When all repository locations reach their thresholds it is not possible to add any files to the system and all uploads fail with an error message. The system administrator will receive an email notification shortly before the maximum storage space is reached in all repositories. Several remedies are possible for full repositories.

Important Considerations when Planning Repositories

  1. Do not use file and or folder compression on any of the FileHold data directories such as the document repository, full text search index, or the user role manager data.
  2. The FileHold service account must have full access to the repository location.
  3. Once a repository location has been added, new files will be added to it immediately. Repositories containing files cannot be deleted. Documents are not moved between repositories.
  4. End users should never have access to the document repository locations for any reason. This is a location that only server administrator, data backup, and the FileHold service users should have access to. It is the responsibility of each FileHold customer to secure all the FileHold data locations so that end users are not able to directly modify documents. Damage caused by failure to protect the FileHold data locations is not covered by FileCare and will result in consulting charges if FileHold is asked to attempt to repair the damage.
  5. The FileHold data directories must be backed up nightly, along with the four (4) or five (5) SQL Databases and four (4) or five (5) SQL Log files that comprise the FileHold system. ​Please refer to the FileHold backup and recovery guide located here for more information on backups.

Configuring Repositories

To access the repository locations

  1. In the Web Client,
    1. FileHold 14.2 and later, go to Administration Panel > System Configuration > Document Repository Locations.
    2. FileHold 14.1 and earlier, System Administration > Global Settings > Repository Locations.

To add a repository location

  1. Click Add Repository.

  2. Enter the following information and click OK when finished:

Field Name  Description
Path The path of the physical location. The location name should normally end with a backslash.
Capacity The total size of the disk in TB, GB, or MB. This will be automatically calculated by the system.
Free Space The amount of free space on the disk in TB, GB, or MB. This will be automatically calculated by the system.
Threshold The amount of reserved free space on the disk. The default value is 15% of the total disk capacity. You cannot set this limit to less than 10% of the remaining free space on the disk. The value must be set in MB (1024 MB = 1 GB).
Read Only
  • When selected, documents cannot be added to this physical location. This option can be selected when the disk has reached its threshold.
  • When clear, documents can be added to this physical location. You cannot mark all locations as read only.
  • There must be at least one disk that is writable for the addition of files into the system.
  1. In the Repository Locations main page, you need to finalize the addition of the repository location by clicking OK or Apply. If necessary, the Full Text Search index is re-initialized after applying any changes such as a change in repository path.

To change the threshold of the repository

  1. Click on the repository link.
  2. Enter a new amount in the Threshold field. This cannot be less than 10% of the total space of the repository and must be set in megabytes (1 GB = 1024 MB). The default is set to 15% of the total capacity.
  3. Click Refresh. This will increase the amount of free space.
  4. Click OK.

For example, to set a 20% reserve in a repository that has the capacity of 39.90 GB, you can set the threshold to 8172 MB (39.90 GB x 20% x 1024 MB/GB).

TIP: The less data a disk has on it, the faster it will operate. This is because on a well defragmented drive, data is written as close to the outer edge of the disk as possible, as this is where the disk spins the fastest and yields the best performance. Disk seek time is normally considerably longer than read or write activities. As noted above, data is initially written to the outside edge of a disk. As demand for disk storage increases and free space reduces, data is written closer to the center of the disk. Disk seek time is increased in locating the data as the head moves away from the edge, and when found, it takes longer to read, hindering disk I/O performance. This means that monitoring disk space utilization is important not just for capacity reasons but for performance also. As a rule of thumb, work towards a goal of keeping disk free space between 20% to 25% of total disk space. If free disk space drops below this threshold, then disk I/O performance will be negatively impacted. (Source: MSDN)

Remedies for a Full Repository

When all locations reach the threshold it is not possible to add any files to the system and all uploads fail with an error message. The system administrator should immediately take action to make space available to the system to allow users to operate normally. There are several options available for making space available.

  1. Increase the amount of space at one or more of your current repository locations.
  2. Add a new repository location. You must have the multi-repository option for this remedy.
  3. Move one or more of your repository locations to a new larger storage device. If the repository location for the new device is not the same as the old device the full text search will be re-indexed.
  4. Reduce the threshold value for one or more of your current repository locations. This should be considered a temporary measure. The threshold should never normally be less than 15% of the total disk space.
  5. Move your full text search indexes to a new device. Our recommendation is to keep all FileHold data directories in the same location, so this should be considered a temporary measure.

IMPORTANT: Contact FileHold support prior to moving the file storage path. A new file storage path location initiates a re-indexing of the full text search index.