FileHold Consulting Services

FileHold manufacturers, installs and supports their document management software through proven low cost and remote installation methodologies. Many customers want even more services, including on site visits, to ensure a successful implementation. FileHold can be contracted when a customer wants consulting to better understand how implementation will proceed, how to migrate data into FileHold from a legacy system or to ensure compliance with their record management regulations for retention and disposition.

FileHold Business Consulting Packages

Pre-Implementation Discovery

This offering is for organizations who are seeking improvements in their document control or document related processes but are not able to independently articulate a solution or completely understand the business benefits that will accrue from implementing document management software. The organization is seeking a solution that is compliant with their technology, is an appropriate investment and will satisfy current and future needs. In this situation a FileHold Senior Consultant can be engaged to understand the current paper or electronic document processes and propose an implementation plan based on best practices for a successful design and deployment. This offering consists of onsite or remote meetings with the business leaders, stakeholders, and end users to understand key document related parameters. These parameters may include; existing lifecycle management of physical and electronic documents, taxonomy for physical and electronic records, records retention schedules, record series identifiers, litigation holds, email management, and document workflow. The Discovery offering will access the organizations willingness or mandate to make business process change(s) that a structured DMS will impose on their work culture.

Time involved is 2 – 3 days of analysis and discovery, 1 day to prepare a PowerPoint report to be presented at a ½ day webinar or in person meeting workshop to present findings, make recommendations and propose how document management software might be structured to meet business and document process needs.

FileHold Deployment Consultation

Analysis of Paper Documents and Processes: Meeting with staff to analyze existing paper based documents and processes of each department (accounting, HR, etc.). Analysis includes; document type (invoice, correspondence, etc.), volume (how many pages) description of paper (paper size, single/double sided, color, etc.) description of type (handwritten, typed, laser print, etc.), indexing structure, search criteria (fields, full text, etc.), retention schedules, security requirements. Analysis of Electronic Documents: Document type (invoice, correspondence, etc.), volume of documents (how many files), File and program type (word, excel, WordPerfect, etc.), Indexing structure, Search criteria (fields, full text, etc.), File retention schedule, Security. Email Management Requirements: Analyze existing storage processes and relevant policies about meal retention. Creation of the File Classification System: Create a folder structure inside FileHold that will include: department, document type, document sub-type, Index fields, search parameters, retention, security. Document migrations: Analyze all locations where electronic documents are currently stored and suggest a work plan and costs associated with migrating them into FileHold. Physical Document scanning and storage: Review document scanning needs (dedicated, MFC etc.). Determine with management if historical data should be scanned or just scan moving forward. Review document storage processes and the need to manage off line documents in FileHold. Backup: Arrange for the FileHold technical team to verify the backup system is working. Training: Determine training needs for System admin, Librarians, management, operators, and end users. Determine if direct training or train the trainer is needed. Determine needs for end user documentation of video training.

Time involved is 5 – 10 days on site with possible follow up on document migration plans, document scanning strategy, ongoing training and documentation needs. Future meetings may be held via webinar or on site as per the customers’ requirements.

FileHold Process Audit

This audit is for existing customers struggling to get complete user acceptance and business value that comes from a correct deployment of document management software.The audit offering is designed for organizations who are struggling with the concept of controlling documents in a secure structured library or for those that have not been able to design a library hierarchy that is efficient and usable.The audit consists of a detailed architectural review (not server performance etc.) of the FileHold implementation that will include; analyzing file structures, document schemas, metadata capture, workflows, user security and other configurable FileHold features. During the audit, the consultant will look at the business processes relative to document control and records management.

Time involved is 2 – 3 days on site, 1 day to prepare a PowerPoint report which will be presented at a ½ day webinar meeting workshop to present finding and recommendations.

FileHold Content Migration and Back file Services

The FileHold strategy for content migration and legacy paper back filling is already well described at:http://www.filehold.com/help/how-to-articles/legacy-migration

Activities to complete the migration include: Build, configure, and or acquire any necessary migration tools, Source data cleansing, part 1, Configure FileHold to accept imported documents, copy data from source system to temporary migration location, run migration tools in simulation mode and verify results, source data cleansing, part 2, Run migration tools in execute mode and verify results, Import documents into FileHold, Destination data cleansing, Perform delta migration to capture any documents added to the source system after the main migration.

Time involved is an initial Document migration discovery and analysis, including presentation of a report, compiled remotely or on site is 1 to 3 days depending upon the number of legacy repositories to be inspected or the back file strategy that is to be chosen. As a part of the report an estimate of the total migration costs will be given along with timetables and suggested division of responsibilities. A typical migration may take 5 to 10 days total.

Links to Extra Services Offered

The decision to implement a structured document management system is often made because the existing in-house systems of: shared network drives, filing cabinets, document tracking spreadsheets, email messages with attachments, or outdated groupware tools are no longer effective and have to be replaced.

Many people spend hours per day looking for information. New hires, when coming to a company, must spend a lot of time learning where everything is stored and how to keep up with the many manual procedures for updating various documents. A focused document management software product like FileHold can eliminate these time wasting activities by simplifying document and record archiving processes.

Once the decision is made to purchase FileHold customers can receive assistance in the conversion of hard copy documents into electronic form and the importation of electronic documents from legacy systems into the electronic document management system. The professional services teams are experts in classifying legacy electronic documents and migrating them into FileHold software en masse. FileHold will ensure this work is done in an organized fashion.

Following is a sample of the types of legacy documents and systems migrated to FileHold on behalf of customers.

  • Scanning and Imaging of Hard Copy Paper Files - Our document scanning consultants help companies scan, capture and index thousands of paper records into the document management system using document management and scanning software. Zonal or full OCR, as well as Adobe Acrobat PDF or TIFF versions. Adobe PDF is recommended in most cases. Complete turnkey solutions are provided for scanning to take place at your location as well.
  • Network File Servers - a variety of file servers can be imported from, and custom import scripts are developed so that relationships and metadata from documents can be driven into the profile system within the document management system. These scripts can then be run again, or modified by our customer's IT staff if they wish to import more files in the future.
  • Obsolete, Poorly made, or Custom Document Management Software - Over the years we have replaced many different systems. FileHold can end the frustration and make migration simple. Often, our customers had systems that made finding some files almost impossible. Your current document management system may be costing you money if it is slowing down your employees search for important business information.
  • Groupware - Lotus Notes, Novell GroupWise - Lotus Notes, Novell GroupWise - We have extracted documents and forms from both of these popular Groupware systems.
  • ERP Systems / Financial Systems - We can integrate your ERP or Financial system with the document management software. If your financial system is automatically generating invoices, purchase orders and other important information, we can easily create scheduled tasks that place these documents into document management system, so that they can be shared with authorized users.

To learn more about how to migrate your documents into the document management software contact sales@filehold.com.