Questions from prospects and customers about FileHold software are welcome. Some of these FAQs are documented in this section as a learning resource.
A general example of FAQ is provided below and the following links are organized by topics that receive the most questions. You can go straight to the topics of interest:
Storing Electronic Documents
FileHold allows users to store documents in a structured organized way. It also allows the addition of meta data or (data about data) in the system. It is this organized hierarchy of documents which creates the ability to put documents into useful workflows.
Can FileHold automatically add metadata (matter centric tagging) to the documents?
FileHold has a very feature called "AutoTagging". By simply dragging a document into an AutoTagging folder the document will inherit the metadata tags the other documents in that folder have.
What document formats does FileHold support?
FileHold software will store and manage virtually any file type. What is more important is software ability to index and full text search those documents. In that regard we support all Microsoft Office formats, Adobe Acrobat PDF, Lotus 1-2-3 for DOS/Windows, Freelance, Ami Pro, Word Pro, Corel WordPerfect for Windows, Corel Presentations, Quattro Pro, Plain Text (ANSE, ASCII), Mark-up Language Documents (HTML, XML, SGML), and Applix Word.
How are document revisions managed?
FileHold maintains an audit trail of every document that is ever checked out or changed. Version control is applied to every change and all versions of the document are kept. These standards are compliant with the Sarbanes Oxley Act. The newest version of a document is always the one found first.
How do I browse the software directory structure?
FileHold provides a graphical means of browsing the directory structure where the various files being managed are located. To make navigation even easier, there is an icon representation for each level of the directory structure.
Does FileHold store document in their native formats, i.e., Word documents, Excel Spreadsheets, etc?
Yes. The 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. Small companies / deployments may have all 3 tiers (Web, SQL and File Storage) all on one server.
Can we make metadata fields mandatory for our operator to complete? Can the fields be modified?
In FileHold you can make any all fields mandatory in the Library administration area using web client for each document schema. The document schema or document type can be adjusted / modified. You can also create new document types /schemas and create new metadata (index) fields. These fields can be optional or required.
Can we store electronic images in FileHold?
Yes. Any type of file or document can be stored in the software, and this includes images. Image file size up to a maximum file size of 1.7 GB are supported - so very large files can be stored within The document management software.
Are documents stored in FileHold being stored as compressed files?
The software Server application does not compress files during storage. The software stores the files or documents in their native, original format. It is recommended that customers avoid TIFF files where possible and use the much more efficient PDF format.
The only compression the software uses is when a user requests more than one file or document from the server, this collection is zipped up to save network bandwidth.
Does FileHold provide version management?
The software controls the development of documents in the workflow lifecycle by tracking all changes made to a document. It is a configurable process that takes into account incremental changes as opposed to large ones(e.g. a small change causes Doc_1-Rev_A to become Doc_1-Rev_A1 instead of Doc_1-Rev-B). Learn more about document management version control.
In addition to putting a document in a file folder how does FileHold create a cross reference to find that document?
When a document is introduced for the first time, it should be tagged with some indexing parameters (e.g. title, author, date, project, type of file, document number, revision number etc.) to provide powerful cross referencing and organization of the documents. The term used in the industry when creating these cross references is 'meta data' capture. FileHold software can impose metadata capture requirements on documents so there is consistent capture throughout the system.
For more information about an affordable document management solution available anywhere in the world call toll free 1-877-833-1202.